Parts Assistant and Logistics Specialist

Job Description

The Parts Assistant and Logistics Specialist is responsible for providing essential support to the Parts Sales team in a fast-paced industrial environment. This position ensures the accurate handling of shipping and receiving tasks, follows up on customer and vendor orders, maintains organized inventory, and provides general administrative and logistical assistance to keep the parts department running efficiently.

This is a behind-the-scenes role that contributes directly to customer satisfaction and departmental success through attention to detail, reliability, and reflection of our company's core values.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Shipping & Receiving

• Receive incoming parts shipments; inspect and verify accuracy against purchase orders.
• Prepare and package outgoing orders for customers and internal teams.
• Coordinate with freight carriers and couriers to ensure timely and cost-effective deliveries.
• Maintain a clean, organized shipping and receiving area, ensuring parts are properly labeled and stored.

Order Tracking & Customer Support

• Monitor open orders and backorders; follow up with vendors to confirm expected ship dates and lead times.
• Communicate order status updates to customers and internal sales staff.
• Assist in expediting urgent orders to support internal teams and customer needs.
• Record and track all shipping details in the company's system for accuracy and traceability.

Inventory Management

• Assist in maintaining accurate inventory levels for commonly used industrial machine parts.
• Help perform regularly scheduled cycle counting and reconcile discrepancies.
• Organize shelves, bins, and stock locations to optimize space and efficiency.
• Report low-stock or obsolete items to the Parts Assistant Manager for replenishment planning.

Administrative Support

• Enter and update order information in the ERP or parts management system.
• Generate and file purchase orders, shipping documents, and invoices as needed.
• Provide general clerical and logistical support to the Parts Sales team.
• Collaborate with the shop team and service team/internal teams to ensure parts availability for scheduled maintenance or repairs.

Competencies

• Demonstrate exceptional written and verbal communications skills, with the ability to build relationships via phone and email.
• Practice effective, active listening.
• Embrace a willingness to learn in a dynamic environment.
• Demonstrate self-motivation and the ability to work independently while effectively organizing and prioritizing tasks to ensure timely and accurate completion.
• Exhibit organizational knowledge and commitment to company goals, objectives, and core values.
• Ensure adherence to all company policies and processes.

Supervisory responsibilities

None.

Work environment

This position is completed in an office with some exposure to industrial environment. The use of PPE is required when working/visiting industrial environments.

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

May be required to sit for extended periods of time while demonstrating manual dexterity to accurately work on the telephone, computer keyboard, and other equipment. Must be able to lift and carry 30 pounds in the form of boxes of supplies or product components.

Ability to operate a motor vehicle is required.

Travel required

Must possess a valid motor vehicle operator's license and maintain to the Company's sole satisfaction an insurable motor vehicle operating status.

Qualifications

• High school diploma or equivalent required; additional education or certification in logistics, supply chain, or business preferred.
• 1-3 years of experience (preferred) in a parts department, warehouse, or shipping/receiving role-preferably in the industrial equipment or machinery industry.
• Familiarity with industrial laundry equipment or mechanical parts a plus.
• Strong organizational and time…