Spare Part Service Administrator

Description

Summary:

The Spare Part Administrator will be responsible for managing and overseeing spare part orders, ensuring the timely availability and efficient organization of parts to customer sites. The role involves working closely with the purchasing, service customers, and maintenance teams to maintain an optimized spare parts inventory system, ensuring minimal downtime and operational efficiency.

Responsibilities:

·  Inventory Management:

• Maintain an accurate record of spare parts inventory, including ordering, receiving, and organizing parts.
• Monitor stock levels and place orders to replenish inventory upon customer request for parts needed.

·  Data Entry & Documentation:

• Ensure review of back orders by checking with the warehouse on parts arrived.
• Record any ship dates or updates regarding receipt of parts for specific orders.

·  Order Processing:

• Process spare part orders for internal teams or customers, ensuring timely delivery.
• Coordinate with the purchasing department to ensure the availability and timely delivery of spare parts to customers.

·  Order Estimates:

• Prepare and provide accurate and timely quotes for spare parts based on customer or internal team requirements.
• Ensure that all parts are correctly identified, with accurate part numbers, descriptions, quantities, and specifications included in the quote.
• Factor in all relevant pricing components, such as part costs, handling, shipping, and taxes when generating quotes.
• Follow up with customers or internal teams to confirm if the quote has been accepted, provide additional information if needed, and convert the quote into a formal purchase order.
• Address any customer inquiries or objections regarding the quote, adjusting pricing or offering alternatives if necessary.

·  Customer Support:

• Assist customers or internal departments in identifying the right spare parts requested.
• Handle inquiries related to part availability, delivery status, and pricing.
• Communicate with customers regarding shipping status, delays, or changes in delivery schedules.
• Handle inquiries related to shipping and delivery, including tracking updates and potential issues with shipment.
• Process and approve customer purchase orders before preparing for shipment(i.e. ship to address, bill to address, payment terms, values, etc.)

·  Quality Control:

• Ensure the parts ordered are correct before going to a customer site for repair or inventory restock.
• Coordinate returns and/or damaged parts from customer site are being sent to suppliers in a timely manner.

·  Reporting:

• Generate and maintain accurate reports regarding quotations, purchase orders, and back orders are meeting expectations for delivery and processes.
• Ensure all spare parts operations comply with internal procedures and regulatory standards.

·  Shipping Coordination:

• Coordinate the timely and accurate shipping of spare parts to customers, internal teams, or service departments.
• Ensure all shipping documents (e.g., invoices, packing lists, shipping labels) are prepared accurately and accompany the parts.

Qualifications

Qualifications:

• High school diploma or equivalent (required); Associate’s degree or relevant certification (preferred).
• Previous experience in inventory or spare parts administration or a related field is an advantage.
• Strong organizational and time-management skills.  
• Good communication skills, both written and verbal.
• Attention to detail and accuracy in data entry and reporting.
• Ability to work independently and as part of a team.
• Bilingual English/Spanish (preferred)

Skills & Competencies:

• Problem Solving: Ability to troubleshoot and resolve issues related to stock availability, order delays, or damaged parts.
• Communication Skills: Ability to coordinate effectively with customers, and internal teams.
• Technical Knowledge: Basic understanding of mechanical parts, systems, or relevant industry knowledge is a plus.
• Time Management: Ability to prioritize tasks and manage multiple responsibilities effectively