Supply Chain Management Coordinator

 We are seeking an experienced and detail-oriented SCM Coordinator to execute our service jobs quoting process and conduct parts procurement for Time & Material (T&M) service calls. In this role, you will act as the critical link between our field technicians, vendors, dispatch, Project Managers and customers. Your primary focus will be translating technician field notes into accurate cost estimates, sourcing necessary parts efficiently, and tracking orders with a strong sense of urgency to ensure timely service delivery.
The ideal candidate has at least 3 years of experience in supply chain, purchasing, or service coordination in the commercial refrigeration and HVAC industry. This person also possesses excellent organizational skills, and thrives in a fast-paced environment where managing delivery timelines is critical.
Core Responsibilities
1. Service Jobs Quoting Process & Management
● Review Tech Notes: Review the service queue daily for jobs placed in "Quote Needed" status, analyzing technician notes in a timely manner to understand the scope of work.
● Draft Quotes: Source and price required parts, equipment, and labor to build comprehensive, accurate draft quotes quickly and efficiently.
● Approval Workflow: Tag drafted quotes for internal review and approval immediately upon completion before they are sent to the customer.
● Customer Follow-Up: Proactively track sent quotes, following up with customers with a sense of urgency regarding approvals or rejections to keep service quotes moving forward.
2. Parts Procurement & Delivery Tracking
● Identify Parts Needs: Review technician notes for jobs marked as "Parts Needed" to promptly determine specific material requirements.
● Sourcing & Procurement: Conduct parts procurement by sourcing components from approved vendors, securing competitive pricing, and placing purchase orders immediately.
● Delivery Commitments: Secure firm delivery commitments from vendors at the time of order placement to ensure service timelines are met.
● Team Communication: Actively track shipments and regularly keep the team updated on the status of material and equipment deliveries.
● Expediting: Proactively follow up with vendors on any delayed orders or unmet delivery dates to minimize customer downtime.
Required Skills & Qualifications
● Experience: Minimum of 3 years of experience in supply chain coordination, purchasing, procurement, or service operations. Direct experience within the commercial refrigeration service industry is highly preferred. Experience in related mechanical, HVAC, electrical, or industrial service fields will also be considered.
● Software Proficiency: Strong experience utilizing Workforce Management Systems (WMS), with a strong preference for BuildOps. Solid experience with other industry-standard platforms such as ServiceTitan or ServiceTrade is highly valued, along with proficiency in Microsoft Excel.
● Urgency & Time Management: A strong, demonstrated sense of urgency and the ability to execute tasks in a timely manner. Excellent organizational skills to manage multiple open quotes and parts orders simultaneously.
● Technical Reading: Ability to read, interpret, and extract technical details from technician field notes, equipment manuals, or part diagrams.
● Sourcing & Vendor Management: Proven experience conducting parts procurement, securing delivery commitments, and holding vendors accountable to timelines.
● Communication: Excellent written and verbal communication skills for providing clear, routine status updates to internal teams and professional follow-ups with customers and vendors.