Parts Coordinator

Position Summary:

The Parts Coordinator plays a critical role in supporting the efficient operation of our maintenance shop, servicing both light‑duty vehicles and heavy equipment. Reporting to the Parts Manager, this position is responsible for sourcing, ordering, receiving, staging, and managing parts and materials required to keep equipment up and running with minimal downtime.

Essential Duties & Responsibilities:

Create purchase orders, place parts orders, and actively follow up on ETAs, prioritizing down equipment. Source alternate or cross‑referenced parts when items are backordered; confirm pricing and freight terms. Maintain preferred vendor relationships and compare quotes to ensure timely delivery and cost effectiveness. Receive and inspect deliveries against purchase orders and packing slips (part number, quantity, condition). Label and tag all parts upon receipt and report discrepancies or damage immediately. Stage parts by equipment number and work order in Maintenance Connection / HCSS E360. Notify technicians when kits are complete to avoid job delays caused by partial parts availability. Maintain min/max inventory levels and ensure availability of fast‑moving parts. Perform regular cycle counts (ABC methodology) and post inventory adjustments with clear documentation. Maintain accurate parts locations, quantities, and status. Process RMAs for returns, cores, and warranty items within required timeframes. Track return shipments and ensure credits are received and documented. Build complete kits for scheduled maintenance and repairs (filters, seals, hardware, fluids, etc.). Coordinate with shop personnel to forecast upcoming work and identify long‑lead‑time parts. Maintain accurate three‑way matching (PO, receipt, invoice) and close transactions promptly. Attach packing slips, photos, and notes to corresponding work orders. Maintain clean and accurate part master data, including supersessions, alternates, units of measure, and photos. Communicate proactively with technicians, supervisors, and stakeholders regarding ETAs, shortages, or delays. Escalate risks to schedules early and collaborate across all Carver Companies business units to meet operational needs. Perform other duties as assigned.

Required Qualifications:

High school diploma or GED equivalent. 2+ years of experience in parts coordination, purchasing, or inventory management (heavy equipment or heavy-duty truck preferred). Strong understanding of purchase orders, receiving, RMAs, and work orders. Ability to read parts diagrams and maintenance documentation. Basic proficiency in Microsoft Excel and inventory systems. Detail‑oriented with strong follow‑through and vendor communication skills.

Preferred Experience:

Proficiency in Sage 300 (PO/Inventory) and Maintenance Connection / HCSS E360 preferred. Comfortable using mobile scanning apps and barcode labeling systems. Telematics experience (e.g., Samsara) a plus. Valid driver's license with a clean

MVR. DOT

Medical Card.

Physical Requirements:

Ability to stand, walk, bend, and lift or carry up to 75 lbs. Ability to load and unload parts and work in a shop or yard environment. Capability to sit or stand for extended periods while working on a computer and inventory systems. Ability to work in all weather conditions as required. Required use of PPE (hard hat, safety vest, steel‑toe boots) in operational areas.

Work Environment:

Office located within or adjacent to an active maintenance shop. Exposure to noise, dust, and moving equipment. Standard business hours with occasional extended hours based on operational needs.

What We Offer:

Highly competitive pay Holidays and paid time off Comprehensive medical, dental and vision insurance with additional coverage options available through

AFLAC 401

(k) retirement plan with up to 8% company match Short-Term and Long-Term Disability Group Life Insurance Employee Assistance Fund Emergency Service Worker bonus Employee Referral Bonus 15% Carhartt discount for all NY employees Employee-owned company investment opportunities Carver Companies is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, disability, age, sexual orientation, gender identity, or any other protected status under federal, state, or local laws.