General Function The Parts Agent is responsible for the efficient shipping, receiving, and ordering of all parts and items related to the service shop and field service organization. This position involves handling deliveries, maintaining inventory, processing returns, and ensuring products are properly routed and shipped to the appropriate locations. The Parts Agent also manages part requests, processes orders, and collaborates with internal teams to ensure timely and cost-effective sourcing and delivery.
Key Responsibilities - Shipping and Receiving
- Accept deliveries from carriers and/or warehouse.
- Process and record correct quantities and product numbers into the accounting system (Great Plains).
- Label and route products to appropriate locations (stock, field reps, customers, or other locations).
- Accept returned products from service personnel.
- Package products for shipment to vendors, manufacturers, customers, or other ESI locations.
- Process shipments via UPS, FedEx, or freight carriers using software or manual BOL.
- Ensure shipping information accuracy, including customer name, quantities, shipping address, and GL shipping codes.
- Inventory and Order Management
- Perform regular inventory counts to ensure stock accuracy.
- Monitor outstanding orders and update ETA dates in the system.
- Receive requests for parts through the current system or manual request (verbal, written, email, voicemail, etc.).
- Check availability of products in inventory and determine alternative sources if needed.
- Create purchase orders with detailed information, including ETA, tracking info, vendor order number, and shipping details.
- Ensure all order information is accurate and updated in the system for efficient receiving and timely invoice payment.
- Perform regular stock level analysis and place re-stocking orders when necessary.
- Communication and Customer Support
- Communicate any issues or delays with product orders to service personnel, customers, or management.
- Assist in creating customer quotes and orders through the accounting system.
- Resolve issues related to parts availability or delivery by seeking guidance from management or vendors.
- Provide high-quality customer service and maintain cooperative relationships with all internal teams and customers.
- Administrative Duties
- Maintain accurate data entry in the accounting system (Great Plains).
- Demonstrate excellent organizational skills and attention to detail.
- Adhere to company procedures and policies while performing all duties.
- Maintain a professional demeanor and communicate effectively in all interactions.
Required Qualifications Education - Required: High School Diploma or GED
- Preferred: 2-Year College Degree or higher
Experience - Required: At least 2 years of experience in inventory management, purchasing, receiving, or shipping in a service industry.
Knowledge and Skills - Excellent customer service and communication skills.
- Strong organizational skills and ability to multi-task effectively.
- Knowledge of purchasing, inventory flow, and receiving practices.
- Proficiency with accounting software (e.g., Great Plains), Microsoft Office Suite (Excel, Word, Outlook).
- Ability to handle difficult situations with professionalism and tact.
- Basic math skills and ability to handle detailed data entry tasks.
- Ability to thrive in a fast-paced, dynamic environment.
Physical Requirements - Ability to sit or stand for prolonged periods.
- Ability to stoop, squat, and climb stairs as needed.
- Ability to lift products up to 50 lbs, with assistance for heavier items.
- Manual dexterity to operate computers, calculators, copiers, and other office equipment.
- Ability to use tools such as pallet jacks, razor blades, and tape guns.
- Ability to read and interpret reports, contracts, and other documents in English.
Performance Expectations - The Parts Agent will be evaluated annually based on performance metrics such as order volume, shipping accuracy, inventory accuracy, and customer satisfaction.
- Target order volume: 30-35 items per day.
Working Conditions - The position involves working in both office and warehouse environments.
- Occasional travel to other company locations or assistance with duties at other sites may be required.
- Work hours may occasionally extend beyond regular working hours to meet business needs.
Education: High School