BAS Project & Parts Coordinator

Position Summary

The BAS Projects / Parts Coordinator provides administrative, procurement, material, and project coordination support for the KBS Building Automation Systems team.

Travel: Limited, as required

• Assist BAS Project Managers with project setup, documentation, scheduling, procurement, and closeout activities.
• Establish and maintain project folders and required documentation in accordance with KBS standards.
• Track project milestones, material requirements, submittals, approvals, deliveries, and outstanding action items.
• Coordinate with BAS engineering, programming, installation, service, and project management personnel.
• Assist with equipment schedules, controller lists, Bills of Material (BOM), and project material requirements.
• Maintain project logs for RFIs, submittals, change requests, material status, and other required documentation.
• Support preparation of BAS project closeout packages, including warranties, as-built documentation, O&M information, and other customer deliverables.
• Identify potential schedule or material issues and escalation them to the appropriate Project Manager or Operations Manager.

• Obtain pricing and availability for BAS controls, sensors, actuators, controllers, supervisory devices, networking components, panels, transformers, relays, VFD accessories, and related materials.
• Generate and process purchase requests and purchase orders in accordance with KBS procedures.
• Coordinate orders with approved manufacturers, distributors, and suppliers.
• Track orders from placement through shipment and delivery.
• Monitor backorders, lead times, substitutions, and discontinued products.
• Expedite critical materials when required to support customer commitments.
• Verify received materials against purchase orders and project requirements.
• Coordinate returns, warranty replacements, RMAs, and material credits.
• Maintain appropriate inventory levels for commonly used BAS service and project parts.
• Assist with identifying obsolete products and appropriate replacement or migration options.

• Support the preparation of quotations for BAS repairs, replacements, upgrades, and small projects.
• Review technician service findings and determine required parts and materials.
• Obtain vendor pricing and current lead times.
• Develop material cost information and assist with labor estimates.
• Prepare repair quote packages for review and approval by BAS Operations, Sales, or Project Management.
• Follow up on outstanding quotations and customer approvals.
• Upon approval, coordinate material ordering and transition the work into scheduling and execution.
• Maintain visibility of open repair opportunities and quotation status.

• Provide parts and procurement support to BAS field technicians and remote operations personnel.
• Research replacement components for obsolete or unavailable BAS products.
• Assist technicians with identifying manufacturer part numbers and compatible replacement products.
• Coordinate emergency and expedited parts requirements for critical customer systems.
• Ensure materials are staged, shipped, or delivered to the appropriate technician, branch, or customer location.
• Assist with maintaining truck stock and branch BAS inventory standards.

• Maintain accurate purchase order and material cost information by project.
• Verify vendor invoices and material charges against purchase orders when requested.
• Assist Project Managers with identifying committed material costs.
• Help maintain visibility of actual versus estimated material costs.
• Identify potential material cost overruns or procurement issues.
• Support change-order documentation when material or scope changes occur.
• Assist with project billing documentation and revenue recognition support as required.

• Develop productive working relationships with KBS BAS manufacturers, distributors, and supply-chain partners.
• The coordinator will work with suppliers to obtain competitive pricing, improve delivery performance, identify substitutions, resolve warranty issues, and support KBS standardization initiatives.

• The BAS Projects / Parts Coordinator will be expected to work within KBS business systems and processes.
• The position is responsible for maintaining accurate and timely information within the appropriate KBS systems.

• 2+ years of experience in project coordination, purchasing, service coordination, construction administration, HVAC, electrical, controls, or a related technical environment preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple projects, quotations, orders, and priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, Word, and related business applications.
• Strong attention to detail and commitment to accurate documentation.
• Ability to communicate effectively…