Service & Parts Coordinator

Service & Parts Coordinator Location: Ottawa, ON Job Type: Full-Time About the Position We are seeking a highly organized and customer-focused Service & Parts Coordinator to support our new heavy equipment branch service operations in Ottawa, Ontario. This key position will be responsible for coordinating field service activities, managing parts procurement and inventory, scheduling technicians, supporting customers, and ensuring the efficient day-to-day operation of the service department. The successful candidate will play a critical role in helping build and grow our new branch by providing exceptional support to customers, technicians, and suppliers while maintaining a high level of organization and professionalism. Responsibilities Schedule and coordinate field service technicians Open, manage, and close service work orders Order, track, and receive parts from suppliers Prepare parts quotations and service estimates Communicate with customers regarding repair status, scheduling, and service requirements Coordinate equipment maintenance and repair schedules Maintain accurate service, parts, and customer records Process warranty claims and supplier returns as required Monitor inventory levels and replenish stock when necessary Work closely with technicians to ensure required parts and resources are available Assist with invoicing, job costing, and administrative support functions Support the growth and development of the branch through exceptional customer service Qualifications Previous experience in a Service Coordinator, Parts Coordinator, Service Advisor, or similar role Experience in the heavy equipment, construction, trucking, agricultural, or industrial equipment industry preferred Strong organizational and time management skills Excellent communication and customer service abilities Proficient with Microsoft Office applications Ability to prioritize multiple tasks in a fast-paced environment Experience sourcing, ordering, and managing parts inventories Strong attention to detail and problem-solving skills Ability to work both independently and as part of a team Preferred Qualifications Knowledge of heavy equipment and construction equipment components and systems Experience with service management, ERP, or inventory software Familiarity with warranty administration and service scheduling Understanding of hydraulic, diesel, and electrical equipment systems What We Offer Competitive compensation based on experience Comprehensive benefits package Paid vacation Ongoing training and professional development Stable, year-round employment Opportunity to be part of the launch and growth of a new heavy equipment branch Career advancement opportunities within a growing organization Support dealership service technicians by providing prompt parts assistance and troubleshooting mechanical or HVAC-related components Assist with demand planning to forecast future parts requirements based on service schedules and manufacturing demands Facilitate communication between suppliers, technicians, and customers to ensure smooth procurement processes and high customer satisfaction Maintain a thorough understanding of dealership processes related to supply chain management, sourcing strategies, and procurement best practices Skills Proven experience in a dealership environment or automotive service setting with strong knowledge of mechanical components and manufacturing processes Excellent data entry skills with attention to detail for accurate record keeping and inventory management Strong negotiation skills to secure favorable terms with suppliers and vendors Exceptional customer service abilities to assist both internal teams and external clients effectively Familiarity with ERP systems, CMMS software, and demand planning tools used in supply chain management Ability to handle purchasing tasks efficiently while maintaining compliance with dealership policies Knowledge of forklift operation is a plus for managing physical inventory in wa…

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