Spare Parts Coordinator

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Summary:

The Spare Parts Coordinator supports daily spare parts operations by coordinating order processing, purchasing support, customer communication, and shipment preparation. This role is responsible for maintaining accurate records in the ERP system, tracking open orders, and ensuring timely communication between customers, vendors, and internal departments. The position also supports the order-to-invoice process by entering customer purchase orders and coordinating invoices with Finance, with opportunities to develop quoting responsibilities over time.

Duties and Responsibilities include the following:

• Coordinate and process spare parts orders through internal ERP systems and supporting software platforms.
• Generate purchase orders for spare parts, materials, and related operational needs.
• Communicate with vendors to confirm orders, request lead times, and follow up on delivery status.
• Monitor open spare parts orders, track delivery schedules, and provide updates to internal teams and customers.
• Prepare spare parts shipments, package outgoing orders, and coordinate carrier pickups using FedEx Ship Manager and other shipping platforms as needed.
• Maintain organized purchasing, order, and shipping records, including order confirmations, packing slips, and shipping documentation.
• Assist with spare parts quoting, pricing updates, and customer order support.
• Communicate with customers primarily through email regarding order status, shipment tracking, and general spare parts inquiries.
• Process customer purchase orders within the ERP system, maintain accurate order records, and release completed orders for invoicing in coordination with Finance.
• Support inventory accuracy through ERP transactions, order updates, and spare parts record maintenance.
• Collaborate with Procurement, Engineering, Project Management, Accounting, and other departments to support operational continuity and customer needs.
• Provide administrative and coordination support for capital equipment purchasing activities as needed.
• Assist Accounts Payable by resolving invoice and purchase order discrepancies.
• Monitor and replenish spare parts inventory levels for frequently used parts and supplies.
• Provide backup support for the Spare Parts Department, including responding to customer inquiries, assisting with order entry, and handling outgoing shipments.
• Provide support to other departments as needed, where applicable, to help maintain operational continuity.
• Participate in continuous improvement efforts and gradually support vendor sourcing and pricing initiatives as the role evolves.

***The duties and responsibilities as described above may be supplemented by other duties needed to help drive our organization’s Vision and Core Values.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills & Abilities:

· Proficiency in Microsoft Excel, Outlook, and Word

· Excellent attention to detail and organizational skills

· Clear and professional written and verbal communication

· Ability to work collaboratively across departments

· Customer service skills, especially related to order status updates and shipping

· Adaptability and willingness to grow with the role

Physical Requirements:

· Ability to sit, stand, and walk throughout the workday

· Must be able to lift boxes up to 50 lbs

· Regular use of hands for computer work, document handling, and packaging

· Occasional bending, kneeling, or reaching required

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

· Office-based with some activity in warehouse or staging areas

· Moderate noise level

· Occasional exposure to high-powered laser equipment (with appropriate safety measures)

Equal Opportunity Employer 

It is JT Automation’s policy to provide equal employment opportunity for all qualified employees and applicants without regard to race/color, religion, age, sex (including pregnancy), national origin, disability, veteran status, marital status, genetic information, or other characteristic protected by law. 

Benefits

Job Type: Full-time

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off
• Employee assistance program
• Flexible spending account
• Dental insurance
• Vision insurance
• Health insurance
• Health savings account
• Life insurance
• Short and Long Term Disability
• Referral program