Key Responsibilities and Required Skills for Warehouse Parts Coordinator

🎯 Role Definition

A Warehouse Parts Coordinator is responsible for managing spare parts inventory, processing parts orders, coordinating receiving and shipping activities, and supporting procurement and maintenance teams to ensure the right parts are available at the right time. This role blends hands-on warehouse operations with data-driven inventory controls, ERP/WMS transaction processing, vendor interaction, and cross-functional communication across maintenance, service, and procurement groups. The ideal candidate balances accuracy, speed, and customer service to minimize downtime and control costs.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate / Inventory Clerk
Parts Receiver or Shipping Clerk
Technician Assistant or Maintenance Support

Advancement To:

Senior Parts Coordinator / Parts Supervisor
Inventory Control Specialist / Inventory Analyst
Warehouse Supervisor or Logistics Coordinator

Lateral Moves:

Procurement Specialist / Buyer (especially spare parts)
Service Parts Planner / Supply Chain Analyst

Core Responsibilities

Primary Functions

Maintain accurate spare parts inventory by performing regular cycle counts, reconciliations, and full physical inventories; research and resolve inventory discrepancies to meet or exceed established accuracy KPIs.
Receive, inspect, and process inbound parts shipments against purchase orders and packing slips; record received materials in the ERP/WMS, update bin locations, and notify stakeholders of shortages or damages.
Pick, pack, and stage parts orders for internal maintenance teams and external customers, ensuring order accuracy, correct documentation, and timely handoff to shipping carriers.
Create and process sales and transfer orders in ERP systems (e.g., SAP, Oracle, NetSuite, MS Dynamics), verify pricing and part numbers, and route approvals for special pricing or non-stock items.
Manage returns, warranty claims, and repairable parts workflows (RMA processing), coordinating with vendors and manufacturers for credits, repairs, or part replacements, and documenting case outcomes.
Maintain and optimize bin and storage location organization; implement labeling, barcode standards, and bin replenishment logic to reduce pick times and improve putaway efficiency.
Monitor stock levels and perform replenishment planning for critical spare parts using minimum/maximum thresholds, reorder points, and lead-time considerations to prevent equipment downtime.
Support procurement teams by generating requisitions for low-stock or obsolete parts, providing consumption history, forecasted needs, and vendor lead-time feedback.
Run and analyze inventory and parts usage reports (e.g., turns, days of inventory, slow movers) to identify high-cost or obsolete inventory and recommend surplus or obsolescence actions.
Coordinate vendor deliveries and carrier appointments, ensure proper receiving protocols for hazardous or regulated materials, and enforce safety and compliance during offloads.
Issue parts to technicians and field service staff, track usage against work orders or service calls, and reconcile back-charges or inventory adjustments in the system.
Perform quality inspections on returned or received parts, segregate nonconforming items, and initiate corrective action or supplier claims when necessary.
Maintain up-to-date parts catalogs, master data integrity (part numbers, descriptions, units of measure), and BOM/component associations to minimize mispicks and order errors.
Support cross-functional teams (maintenance, manufacturing, field service, procurement) by providing parts availability, lead-time estimates, and alternative part suggestions during equipment breakdowns.
Manage kitting and staging for scheduled maintenance events, planned shutdowns, and warranty repairs; assemble parts kits according to work packages and verify kit completeness.
Coordinate with third-party logistics (3PL) providers and off-site warehouses to track stock transfers, reconcile inventory, and ensure timely inbound/outbound movements.
Maintain shipping documentation, commercial invoices, packing lists, export compliance paperwork, and coordinate with customs brokers when shipping internationally.
Drive continuous improvement projects to reduce pick-pack-ship errors, decrease lead times, and optimize warehouse layout using lean principles and Kaizen events.
Train and mentor junior warehouse staff on parts identification, ERP transactions, safety protocols, and inventory best practices to raise team performance and accuracy.
Monitor and report on key performance indicators (KPIs) such as order accuracy, on-time fulfillment, inventory turns, and parts availability; propose corrective actions to meet targets.
Ensure safe handling and storage of parts, including hazardous materials and batteries, by enforcing PPE use, proper labeling, MSDS availability, and compliant storage practices.
Manage parts pricing, cost adjustments, internal chargebacks, and credit memos; collaborate with finance to resolve discrepancies and ensure correct valuation of inventory.
Create and maintain SOPs for receiving, picking, returns, kitting, and cycle counting; update procedures to reflect system changes and process improvements.
Serve as the primary point of contact for parts-related escalations from field service or customers, delivering timely status updates and coordinating expedited shipments when required.

Secondary Functions

Assist in vendor performance evaluations by tracking lead times, fill rates, and quality metrics; recommend supplier consolidation or alternative sources when appropriate.
Support ad-hoc reporting and root-cause analysis for repeat part failures or chronic stockouts to drive long-term inventory optimization.
Participate in site safety committees and contribute to audits focused on warehouse compliance, WMS transaction accuracy, and physical security of high-value parts.
Cross-train to support related warehouse functions (shipping/receiving docks, replenishment, returns processing) during peak periods or staff shortages.
Help evaluate new warehouse technologies (RF scanning, barcode printers, mobile WMS apps) and participate in user acceptance testing and rollout plans.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with ERP/WMS systems (examples: SAP MM/IM, Oracle NetSuite, Microsoft Dynamics 365, Infor, Fishbowl) for parts transactions, order processing, and inventory adjustments.
Hands-on experience with RF barcode scanning systems, mobile warehouse devices, and label printing workflows to support accurate picking and receiving.
Strong inventory control techniques: cycle counting methodologies, reconciliation, stock rotation (FIFO/LIFO), and obsolete/surplus inventory handling.
Familiarity with parts cataloging, bill of materials (BOM) management, and part numbering standards to maintain master data integrity.
Experience processing RMAs, warranty returns, and vendor claims, including documenting evidence and coordinating supplier credits or repairs.
Competence with Microsoft Excel (VLOOKUP, pivot tables, INDEX/MATCH) and experience generating inventory reports and ad-hoc data extracts.
Knowledge of shipping documentation and compliance: commercial invoices, NAFTA/USMCA rules, HTS codes, and hazardous materials handling when applicable.
Ability to interpret purchase orders, sales orders, packing lists, and work orders and to perform accurate data entry into inventory systems.
Basic forklift and material handling skills; certification preferred where applicable for safe movement of parts and palletized goods.
Experience with demand planning fundamentals, min/max settings, reorder point calculations, and simple parts forecasting.

Soft Skills

Strong attention to detail and consistent accuracy under pressure to support fast-moving service and maintenance operations.
Excellent communication and customer service skills for interacting with technicians, vendors, and internal stakeholders.
Problem-solving mindset with the ability to investigate root causes of inventory issues and implement practical corrective actions.
Time management and prioritization skills to manage competing demands from multiple service calls, orders, and receiving schedules.
Team collaboration and coaching ability to support cross-training, onboarding, and continuous improvement initiatives.
Adaptability to changing priorities, emergency shipments, and seasonal demand fluctuations.
Analytical aptitude to review usage trends and recommend stocking changes or vendor sourcing alternatives.
Professional disposition for handling escalations, negotiating with vendors, and liaising between maintenance and procurement teams.
Commitment to safety, compliance, and maintaining clean, organized warehouse areas.
Initiative and ownership for end-to-end order fulfillment and parts lifecycle management.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED required.

Preferred Education:

Associate degree or Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Mechanical or Industrial Engineering preferred.

Relevant Fields of Study:

Supply Chain / Logistics Management
Business Administration
Operations Management
Mechanical / Industrial Engineering

Experience Requirements

Typical Experience Range:

1–5 years of warehouse, inventory control, or parts coordination experience.

Preferred:

3+ years supporting spare parts, field service, or maintenance operations with documented experience using ERP/WMS systems, conducting cycle counts, and managing RMAs/warranty processes.