Position Overview

The Spare Parts Associate provides responsive customer support throughout the spare parts order cycle. This role researches and identifies parts, prepares accurate quotations, enters and monitors orders, coordinates with internal teams and suppliers, and keeps customers informed through delivery and issue resolution.

Key Responsibilities

• Manage assigned spare parts requests from initial inquiry through shipment, confirming part identification, pricing, availability, lead times, order accuracy, and customer follow-up.

· Research equipment records, serial numbers, bills of material, manuals, drawings, and prior order history to identify accurate spare part requirements.

· Prepare quotations, enter orders in SAP, and maintain accurate customer, equipment, pricing, and order information.

· Provide timely support to customers and internal engineers by clarifying requests, gathering equipment and application details, and coordinating follow-up through resolution.

· Cross-reference and source parts from approved local suppliers when standard items are unavailable.

· Monitor open quotations, sales orders, backorders, and delivery commitments, and proactively communicate status changes.

· Coordinate with engineering, purchasing, warehouse, finance, and suppliers to resolve order discrepancies, returns, backorders, and urgent customer requirements.

· Develop and maintain working knowledge of the company’s product offerings, equipment configurations, and common electrical and mechanical components.

· Assist with the annual physical inventory process

· Perform other related administrative duties as needed.

Qualifications

Knowledge, Skills, and Abilities

• Strong customer service, problem-solving, and organizational skills, with the ability to manage multiple requests and shifting priorities.

· High attention to detail when matching alphanumeric part numbers, entering orders, and maintaining records.

· Clear verbal and written communication skills, including the ability to explain technical and order-related information.

· Proficiency in SAP and Microsoft Office

· Familiarity with inventory-management processes.

· Ability to research part numbers, bills of material, technical drawings, equipment records, and product documentation.

· Working familiarity with electrical and mechanical components and the ability to learn product families and technical terminology.

· Ability to collaborate effectively with engineering, purchasing, warehouse, finance, sales, and customer service teams.

· Ability to work independently, exercise sound judgment within established procedures, and escalate technical, commercial, or customer-impacting issues when appropriate.

Education and Experience

• High school diploma or GED required; an associate degree in business, logistics, or a technical field is a plus.

· One to two years of experience in technical parts sales or spare parts support is required.

· Experience coordinating across customer service, sales, purchasing, engineering, warehouse, and finance functions is a plus.

Special Skills/Training:

• SAP experience required

• Fluent in English

Note: This job description in no way states or implies that these are the only duties to be performed. Employee will be required to follow any other instructions and perform any other duties requested by employee’s supervisor and/or manager.