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Spare Parts Coordinator

Miramar, Florida

1. Title
Part Coordinator D Grade (Job code 002001)

2. Summary
The Part Coordinator oversees all aspects of the sale and shipment of new and repaired spare parts, monitoring and controlling all processes. The Part Coordinator is responsible for co-ordination and completion of the quote, order, sale and shipment of spares and to this end will perform a variety of tasks. The Part Coordinator is the initial point of contact for customers seeking spare parts and equipment, and/or general information about  systems or products. Independently, or through appropriate resources, the Part Coordinator resolves issues following established procedures, monitors and summarizes progress of each order/sale, and manages multiple orders/sales at a time. The Part Coordinator will incorporate consol tool with daily communications with customers and suppliers, as well as review and process quote and orders via customer portals. The Part Coordinator will be responsible to review open orders report/ AR review on weekly; as well as additional reports as needed.

The Part Coordinator reports to the Spare Parts Sales Manager.
3. Responsibilities and Skills
A. General
• Follows  policies and business ethics.
• Works in accordance with  procedures using applicable tools.
• Makes recommendations to management on how to improve the tools and procedures.
B. CSR/Account-Sales Managers
• Process inquiries from internal and external customers.
• Assist customers with general information about systems including part numbers, nomenclatures, revisions, migration paths, and inter-compatibility.
• Assure that all requests for quotes are processed accurately and in a timely manner.
• Determine appropriate suppliers, both internal and external, for various customer requests and/or works with SCM for best source.
• Process customer Purchase Orders by opening jobs through SAP and submitting completed P/R’s to SCM with the appropriate and complete information needed for processing the order.
• Provide customers with price and availability information, and assist them with tracking and expediting of orders.
• Monitor delivery progress of orders with SCM to assure direct shipments arrive to proper customer locations on or before the customer’s requested delivery date.
• Understand processes and procedures for export orders. Follow up with SCM for proof of delivery on all orders drop shipped direct to customer locations or physically received at  Miramar facility. Confirm that SCM receives all orders into SAP system. Create packing slips for spare part shipments from Miramar to customer.

C. Project Accounting
• Assure each quote/order meets standard markup/margin requirements.
• Ensure all orders meet SOX criteria, add required documentation for SAP
• Review open spare parts orders to ensure accuracy for dates, order entry, shipping point etc.
• Assure orders are correct in SAP, ensuring freight & markup are reflected accurately
• Report opportunities and problems to management, and file CCRP when needed
• Resolve disputes over delays, returns or warranties, etc.
• Follow up, when necessary, regarding unpaid invoices.
• Set up/ add new customer and shipping locations as needed via SAS

D. Leadership and Personal Characteristics
• Good sense of urgency to Customer needs / Good Customer relations. Assures superior customer satisfaction through a willingness to accept responsibility for the resolution of customer issues.
• Displays integrity and professional attitude.
• Able to influence people, building trust and credibility.
• Strong leadership and interpersonal skills.
• Perform general customer service responsibilities using good oral and written communication skills.
• Problem solving that includes an ability to handle volatile situations with customers.
• High stress level in a fast-paced environment.
• General knowledge of products sold (e.g. Azipod, Motors, Drives, etc.).
• Enter data into various computer systems. Proficient with personal computer and Microsoft applications.
• Courteous, professional and tolerant attitude regarding other cultures.
• General understanding of Terms and Conditions / Legal.
• Extensive teamwork requiring strong interpersonal skills and the ability to interact with all levels within the organization. Acknowledges and appreciates each team members’ contribution.
• Ability to interact with customer, communicate well and able to relay and communicate well with customer
E. Other
• Organized
• Basic negotiation skills
• Good problem solving and conflict resolution
• Ability to Multi-task
• Advanced time management skills

4. Training

1. Title
Part Coordinator D Grade (Job code 002001)

2. Summary
The Part Coordinator oversees all aspects of the sale and shipment of new and repaired spare parts, monitoring and controlling all processes. The Part Coordinator is responsible for co-ordination and completion of the quote, order, sale and shipment of spares and to this end will perform a variety of tasks. The Part Coordinator is the initial point of contact for customers seeking  spare parts and equipment, and/or general information about  systems or products. Independently, or through appropriate resources, the Part Coordinator resolves issues following established procedures, monitors and summarizes progress of each order/sale, and manages multiple orders/sales at a time. The Part Coordinator will incorporate consol tool with daily communications with customers and suppliers, as well as review and process quote and orders via customer portals. The Part Coordinator will be responsible to review open orders report/ AR review on weekly; as well as additional reports as needed.

The Part Coordinator reports to the Spare Parts Sales Manager.
3. Responsibilities and Skills
A. General
• Follows policies and business ethics.
• Works in accordance with procedures using applicable tools.
• Makes recommendations to management on how to improve the tools and procedures.
B. CSR/Account-Sales Managers
• Process inquiries from internal and external customers.
• Assist customers with general information about  systems including part numbers, nomenclatures, revisions, migration paths, and inter-compatibility.
• Assure that all requests for quotes are processed accurately and in a timely manner.
• Determine appropriate suppliers, both internal and external, for various customer requests and/or works with SCM for best source.
• Process customer Purchase Orders by opening jobs through SAP and submitting completed P/R’s to SCM with the appropriate and complete information needed for processing the order.
• Provide customers with price and availability information, and assist them with tracking and expediting of orders.
• Monitor delivery progress of orders with SCM to assure direct shipments arrive to proper customer locations on or before the customer’s requested delivery date.
• Understand processes and procedures for export orders. Follow up with SCM for proof of delivery on all orders drop shipped direct to customer locations or physically received at  Miramar facility. Confirm that SCM receives all orders into SAP system. Create packing slips for spare part shipments from Miramar to customer.

C. Project Accounting
• Assure each quote/order meets standard markup/margin requirements.
• Ensure all orders meet SOX criteria, add required documentation for SAP
• Review open spare parts orders to ensure accuracy for dates, order entry, shipping point etc.
• Assure orders are correct in SAP, ensuring freight & markup are reflected accurately
• Report opportunities and problems to management, and file CCRP when needed
• Resolve disputes over delays, returns or warranties, etc.
• Follow up, when necessary, regarding unpaid invoices.
• Set up/ add new customer and shipping locations as needed via SAS

D. Leadership and Personal Characteristics
• Good sense of urgency to Customer needs / Good Customer relations. Assures superior customer satisfaction through a willingness to accept responsibility for the resolution of customer issues.
• Displays integrity and professional attitude.
• Able to influence people, building trust and credibility.
• Strong leadership and interpersonal skills.
• Perform general customer service responsibilities using good oral and written communication skills.
• Problem solving that includes an ability to handle volatile situations with customers.
• High stress level in a fast-paced environment.
• General knowledge of products sold (e.g. Azipod, Motors, Drives, etc.).
• Enter data into various computer systems. Proficient with personal computer and Microsoft applications.
• Courteous, professional and tolerant attitude regarding other cultures.
• General understanding of Terms and Conditions / Legal.
• Extensive teamwork requiring strong interpersonal skills and the ability to interact with all levels within the organization. Acknowledges and appreciates each team members’ contribution.
• Ability to interact with customer, communicate well and able to relay and communicate well with customer
E. Other
• Organized
• Basic negotiation skills
• Good problem solving and conflict resolution
• Ability to Multi-task
• Advanced time management skills

4. Training
• Leadership Challenge training
• Low Voltage Product Systems training
• Low Voltage Motor training
•  Low Voltage Drives training
• CBOL/ BOL/ and supplier portal training
5. Experience and Qualifications
• High School diploma or GED and 5-9 years’ of relevant work experience is required
• Associate's Degree in engineering or business administration in related field is preferred
• 3+ years’ experience in a customer service/call center operation, or working knowledge of product lines covered is preferredLeadership Challenge training
• Low Voltage Product Systems training
• Low Voltage Motor training
• Low Voltage Drives training
• CBOL/ BOL/ and supplier portal training
5. Experience and Qualifications
• High School diploma or GED and 5-9 years’ of relevant work experience is required
• Associate's Degree in engineering or business administration in related field is preferred
• 3+ years’ experience in a customer service/call center operation, or working knowledge of product lines covered is preferred
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