Parts & Service Coordinator

Job Description: Parts Assistant Position Title : Parts Assistant Department : Service/Parts Location : Davenport, IA Reports to : Parts Manager Job Type : Full-time Job Summary: The Parts and Service Manager Assistant supports the Parts and Service Manager in overseeing daily operations of the parts department and service department. This role involves assisting with inventory management, customer service, order processing, scheduling, and maintaining efficient workflows to ensure optimal service delivery. The assistant will also collaborate with technicians, parts suppliers, and customers to facilitate seamless service operations. Key Responsibilities: Inventory Management: Assist in maintaining parts inventory, including receiving and cataloging parts, tracking stock levels, and placing orders to ensure parts availability for service needs. Order Processing & Parts Ordering: Assist in processing customer parts orders and ensure timely and accurate ordering of parts from vendors. Help track and manage backorders and ensure proper communication with customers. Customer Service: Provide excellent customer service by addressing customer inquiries, assisting with parts or service needs, and coordinating with the Parts and Service Manager to resolve any issues. Help schedule service appointments, coordinate technician availability, and ensure proper communication with customers regarding appointment status and any delays or changes. Assist in maintaining accurate records of parts and service transactions, including warranty claims, repair orders, and service invoices. Ensure all documentation is properly filed and updated in the system. Assist with communication to parts suppliers and vendors to ensure timely deliveries and competitive pricing. Help negotiate with vendors when necessary. Support the Parts and Service Manager in driving parts sales and upselling opportunities. Help identify opportunities for improving sales of parts and services. Assist service technicians with parts requirements and order fulfillment. Ensure that technicians have the necessary parts and tools for the job to minimize downtime. Ensure that the parts department and service areas are clean, organized, and properly stocked, contributing to an efficient working environment. Complete required training programs: Certified after 3 months, Bronze after 6 months, Silver after 24 months, and Gold after 36 months. Support the training of new staff or service team members, including proper parts handling, customer service standards, and operational procedures. Qualifications: Scheduling & Coordination Record Keeping & Documentation Supplier and Vendor Communication Maintain Clean and Organized Work Environment Assist in Training Education: High school diploma or equivalent; some college coursework in business, automotive, or a related field preferred. Experience: Prefer at least 1-2 years of experience in parts or service departments, preferably in the material handling or equipment industry. Experience in a customer-facing role is a plus. Skills: Strong organizational skills with attention to detail Excellent verbal and written communication skills Ability to manage multiple tasks in a fast-paced environment Proficiency with Microsoft Office Suite (Excel, Word, Outlook) Experience with parts management software is a plus Personal Attributes: Customer-focused with a professional attitude Strong problem-solving skills and ability to work under pressure Team player who can also work independently Working Conditions: Full-time, typically Monday through Friday with occasional weekends or extended hours depending on business needs. The role may involve working in a warehouse or service shop environment, requiring standing for extended periods, lifting moderate to heavy parts, and exposure to noise and equipment. Salary & Benefits: Competitive salary based on experience. Health, dental, and vision benefits. Paid time off and retirement savings plans. Opportunities f…

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