Parts Order Specialist

Position: Parts Order Specialist (0526)
Working at Trail Appliances means joining an entrepreneurial-minded, driven team dedicated to delivering an exceptional customer experience. Trail Appliances is the leading independent appliance retailer in Western Canada. We’re a fast-growing company with over 500 employees in British Columbia, spread out over 10 showrooms, 3 Outlet Centres, 3 distribution centres, and 4 offices in BC's major markets. Join our team of trailblazers!

Core Values

Integrity – We do what’s right, even when no one is looking.

Improvement – We do it well. Then we do it better.

Caring – We put ourselves in others’ shoes.

Authenticity – We like people, not pretense.

Determination – We kick down walls.

Key Responsibilities

Parts Ordering & Procurement – Source and order appliance parts from approved suppliers based on service tickets and technician requests.

Accurately identify parts using manufacturer catalogs, websites, and schematics.

Verify parts availability, lead times, and alternatives with vendors to prevent delays.

Inventory & Fulfillment – Maintain optimal stock levels by monitoring demand, usage trends, and reordering thresholds.

Assist in cycle counts, reconciliations, and returns to maintain inventory integrity.

Coordinate incoming and outgoing shipments, ensuring part quality and order accuracy upon receipt.

Communication & Support – Respond promptly to internal and external inquiries via phone, email, and ticketing systems.

Provide updates on order status, lead times, or backorders, and suggest alternatives when necessary.

Collaborate with dispatch and technicians to ensure timely delivery of required parts.

Systems & Documentation – Use systems like Syspro, D365, or equivalent ERP/CRM platforms to manage orders, create records, and log communications.

Maintain detailed and organized documentation for all part orders, returns, and supplier communications.

Ensure warranty claims and part return procedures are followed as per vendor requirements.

Perform all other jobs assigned by the supervisor.

Service Operations Support – Support parts research and preparation for upcoming jobs, particularly in remote/satellite areas.

Assist with parts staging for technicians’ pickups.

Help resolve issues related to incorrect shipments, damaged parts, or vendor disputes.

Qualifications

Preferred 1+ years' experience in parts coordination, procurement, or a service/logistics environment.

Strong knowledge of appliances or mechanical parts is an asset.

Proficiency with inventory/order management systems and manufacturer websites.

Excellent organizational skills with the ability to manage multiple priorities.

Strong written and verbal communication skills.

Problem-solver with a proactive and adaptable mindset.

Ability to work independently and as part of a cross‑functional team.

Benefits

Extended Health Benefits

Merit Performance

Generous employee discounts

Gym membership discount

Professional Development Programs

Employee Recognition Program Company events

Paid Volunteer

Schedule

Full time (Monday-Friday) with flexibility to assist on Saturday, if needed.

Shift time: 8:30 am – 5 pm.

Additional Information
The Parts Order Specialist is responsible for coordinating the procurement and distribution of appliance parts to support service operations and ensure timely job completion. This role acts as a key liaison between technicians, suppliers, and internal teams, ensuring the accuracy of part selection, order fulfillment, and inventory control. The ideal candidate is detail‑oriented, proactive, and customer‑focused, with strong technical aptitude and supply‑chain awareness.

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