Service Parts Coordinator

Job Summary

• Responsible for execution and follow up of Parts Requests for Part Orders, Quotes, Equipment Repairs (In & Out of warranty), and Advance Exchanges from the Help Desk and Service Offices throughout the country. 

Essential Duties and Responsibilities

• Initiate vendor repair (In & Out of warranty) RMA's, coordinate returns 
• Provide updates to appropriate technician and maintain Parts Request notes
• Create and send FedEx and/or UPS labels as required for items to be shipped which can include shipments to vendors for repair, shipment of spares, return shipments as needed.  
• Schedule follow-up tasks as required to insure shipments and repairs are performed in an expedited manner
• Follow up with vendors as required for status of parts/equipment orders, tracking information
• Arrange for advance replacements from vendors, including RMA paperwork
• Resolve shipping issues. (Lost packages, Damaged, miss/double ship, routing, adverse weather conditions)
• Provide pricing for T&M quotes (repairs, parts, replacement equipment, labor, shipping)
• Create Sales Orders and Purchase Order in Sage and transmit then to the vendor
• Manage all daily FedEx and UPS deliveries
• Handle all AVISPL RMA request return for credit, either Return to vendor (negotiate restocking fees with mfg) and/or Return to Warehouse
• Manage Smart Spare parts inventory
• Manage Varitronics shipping ATA cases inventory.
• Process "internal paperwork" RMA requests for Sales Order Price changes, PO Cost changes, Customer ID Changes, SN# maintenance.
• Invoicing "ship completing" AVISPL completed RMA paperwork in Sage
• Scanning of completed RMA packets and other admin duties
• Manage, track and monitor spare parts inventory

Other duties assigned as needed

Skills and Abilities

• Ability to balance multiple tasks with changing priorities
• Ability to work and think independently and ensuring to meet deadlines
• Must have clear and professional communication skills (written and oral) both internally and externally
• Effective communication and interaction with employees, clients, and colleagues and the ability to work effectively with all levels of the organization
• Excellent data entry and organizational skills
• Basic PC skills and working knowledge of Office Suite (Excel, Word)
• Demonstrated customer service focus and client communication skills

Education and/or Experience

• Minimum high school diploma or equivalent
• Minimum 1-2 years of administrative and shipping experience
• Experience managing an inventory warehouse preferred
• Demonstrated working knowledge of SalesForce and Sage
• Experience utilizing FedEx and UPS shipping software

Working Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The work environment is generally moderate in noise (inter-office conversations and computers/printers).

Physical Requirements

The physical demands of this position are those that are necessary to meet the responsibilities and essential functions of this position.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

• This position regularly requires employees to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment

Direct Reports

• This position does not have any direct reports

Work Hours

AVI-SPL reserves the right to alter work hours and work location as deems necessary

AVI-SPL is an Equal Opportunity Employer/AA/Disabled/Veteran ProtectedVEVRAA Federal Contractor