Sr. Service Parts and Warranty Coordinator

Position: SR Service Parts and Warranty Coordinator
Location: Hayward & Rohnert Park

Classification: Non-Exempt

Reports To: Operations Manager

Job Summary

The Sr Service Parts Coordinator will need to have extremely strong computer skills, great communication skills, strong commercial and industrial boiler parts procurement, and warranty experience. A team player to work within our Warehouse, Administrative, and Service Departments. This position will be based in our Hayward office and will be responsible for compiling and analyzing Service / Parts data while supporting the Field Service and aftermarket Sales departments, warehouse support, admin team, and daily internal communication. The employee must be able to work in a fast-paced environment, lead and thrive without constant supervision, and handle multiple tasks efficiently. Depending on workload, overtime may be needed to complete all necessary daily tasks.

Primary Responsibilities:

• Resolve and identify administrative or service problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Assist office administration and service department with any other duties as required for daily operations.
• Allocate inventory items against all service jobs. Follow up with our inventory department to assure those inventory items are received to fulfill our Service jobs orders.
• Miscellaneous filing of documents related to service jobs, such as work orders and/or material requisitions.
• Ordering of all service parts against service jobs, posting and allocating them to the jobs, following up with vendor on shipment status of these orders to assure orders are acknowledged and parts are scheduled for shipment in a timely matter.
• Responsible for monitoring all parts filters utilizing existing programs, CRM, FieldCentrix, and Microsoft Dynamics.
• Work with the Service Dispatchers and Warehouse to ensure parts are received for jobs before the scheduled service dates.
• Process item request for all materials needed by our Service Department for the daily operations of the department.
• Procure tools requested by technicians and approved by managers.
• Issue Purchase Orders for all Service Vendors on behalf of managers and technicians while tracking and documenting all orders in FX and Dynamics.
• Monitor and Maintain technician truck stock inventory
• Monitor, maintain, and make recommendations for Hayward parts inventory. Coordinator Primary Job Duties:
• Ordering all parts for quoted service jobs based on specific AM Sales Documentation.
• Ordering all parts for T&M service jobs and T&M Recommended Repairs based on technician or Service Manager requests.
• Support all AM Sales personnel with parts research (Pricing, Part Numbers, Availability) to quote jobs effectively on time.
• Support Service Technicians with “Same Day” parts requests.
• Backup Service Dispatch.
• Backup Warehouse Manager.
• Coordination of Parts for Service Projects and other duties as needed.
• Submit, monitor, and closeout all CB and Camus SDA’s (Service Department Authorizations)
• Submit, monitor, and close all vendor RMA’s (Return Merchandise Authorizations)
• Submit, monitor, and follow up on all service vendor missing parts requests.
• Monitor FX filters daily and Run FX reports weekly. Use them to inform Dispatch, Admin, Warehouse, and Service lead’s on
  parts and warranty status. Inform admin on warranty jobs that are ready for billing.
• Assist Dispatch to Forecast Workload based on parts availability.
• Follow up on all pending and recommended repairs work with technicians and AM Sales.
• Attend weekly scheduling meetings to Provide support to Service Manager, Leads, Dispatch, Admin, Warehouse and provide additional office support as necessary.
• Assist with resolving billing issues with the Dispatch, Managers, and accounting department as needed. FX
• After procurement of parts and materials add detailed notes in FX for tracking as directed by SM and AM.
• Closely monitor and own Parts Required and Parts Ordered filters. (Daily)
• Review “Complete Filter” daily. Review all tech notes, equipment, parts, recommended repairs are correct, accurate and followed up on before changing job to “Complete Billing”. Verify Startup Reports, Combustion Reports and all other info is saved to H: Drive before changing FX status to “Complete Billing”. Customer Service.

Guarantee quality assurance: PO's are signed to Certificate of Insurance for RFMCo. as requested, To Inform the customer that their company Purchase Order has been received and the job has been set up and is ready for scheduling (should parts be readily available, as applicable, not for all customers) to Follow up with key customer contacts before changing parts to “complete billing.”