Parts/Materials Coordinator

Responsible for coordinating the end-to-end flow of service work orders, including field & depot service activities, while also managing service parts coordination & inventory support. This role serves as a critical liaison between customers, sales, sales operations, service technicians, depot teams, vendors, & internal partners to ensure timely service delivery, accurate parts fulfillment, & a high level of customer satisfaction. GENERAL FUNCTION Organized and detail-oriented individual with exceptional administrative skills and strong communication abilities to manage our parts department and handle various office tasks related to it. The ideal candidate will play a vital role in ensuring smooth operations and providing top-notch customer service to our clients and staff. MAJOR DUTIES AND RESPONSIBILITIES Parts Inventory Management: Effectively maintain and oversee our parts inventory to ensure availability and timely fulfillment of customer needs. Order Management: Create and manage purchase orders and sales orders for parts, ensuring accuracy and efficiency in the process. Parts Selection: Efficiently pick parts required for customer repairs, contributing to our service excellence. Record Keeping: Maintain service repair records to track and manage the history of repairs and parts usage. Customer and Staff Support: Provide timely and knowledgeable assistance to customers and staff, addressing inquiries and ensuring exceptional customer service. Collaboration: Work closely with our internal Service Team, manufacturers, and customers to coordinate parts requirements and deliveries. Inventory Counts: Conduct regular parts inventory counts to monitor stock levels and make data-driven decisions. Sales Enhancement: Develop and implement strategic plans to boost sales within the parts department. Sales Analysis: Analyze parts sales and maintain stock levels to meet customer demands while optimizing inventory efficiency. BASIC QUALIFICATIONS Previous experience in parts/inventory management such as an Auto Parts role is advantageous but not mandatory. Proven experience in managing a multifaceted office environment with diverse responsibilities and interactions. Strong organizational and administrative skills. Excellent attention to detail and a commitment to maintaining accuracy. Effective communication skills for interacting with customers and internal teams. A proactive and adaptable approach to problem-solving and improving departmental processes. PREFERRED QUALIFICATIONS High School Diploma or Equivalent Administrative Office Experience 1-3 Years Proficiency in computer systems and computer usage. Specific Skills Needed: Top 3-5 mandatory and/or minimum requirements Coordinate & organize the daily flow of service work orders for field & depot service teams. Assign, prioritize, & track service activities to ensure timely completion & effective resource utilization. Serve as a primary point of contact for service-related inquiries from customers, sales, sales operations, & service teams. Monitor service progress to ensure customer satisfaction, service quality, & proper invoicing. Top 3-5 desirable attributes/qualifications Strong organizational & administrative skills with the ability to manage multiple priorities simultaneously. Excellent attention to detail & commitment to accuracy in service documentation & order processing. Effective written & verbal communication skills for interacting with customers & internal teams. Proficiency in Microsoft Office (Excel, Word, Outlook) & comfort using ERP, service, or inventory management systems. Notes: 100% Onsite Work hours: Torrance, CA 8am - 4:30pm; Frankfort, IL 8:30am - 5pm This is a contract role with the possibility of conversion to full-time based on business needs and performance VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will n…

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