Warehouse Coordinator in Troy, New York at ARC Mechanical

Duties and Responsibilities:

Returns & Credit Management:

• Manage all product and material returns from job sites, ensuring accurate recording and crediting.
• Track returns for material or warranty credit, updating the controller with the credit amount and date received.
• Process and inspect returned items promptly and efficiently.
• Facilitate communication between vendors and the organization, addressing queries and providing lists of materials and quantities for credit.
• Ensure all returns are accurately recorded in the company database (Spectrum) using credit/return purchase orders.

Parts & Delivery Tracking:

• Track deliveries of parts and notify the appropriate personnel of their arrival.
• Coordinate with Project Managers, warehouse staff, Inventory Department, and distribution teams as necessary.

Tools & Equipment Coordination:

• Issue tools and equipment requested by Project Managers and job site workers, maintaining accurate records for issuance and returns.
• Locate lost or misplaced tools and equipment.
• Receive, unpack, and store incoming tools and equipment, recording all necessary data in business operations software, label and tag items accordingly.
• Requisition stock to replenish tool inventory when items are damaged, worn, lost, or stolen, reporting to the Warehouse Operation Manager.
• Inspect tools and equipment for defects and wear upon return from job sites, reporting any damage to the Warehouse Operation Manager.
• Keep all tools and equipment clean and organized in designated locations.
• Perform clerical tasks as directed by the Warehouse Operation Manager.
• Interface with purchasing, receiving, and business operations software as needed.
• Conduct minor repairs, service, and lubrication of tools and equipment when necessary.
• Deliver tools or equipment to workers as required.
• Mark and identify tools and equipment using identification tags, stamps, or electric marking tools.

Fleet Coordination:

• Assist in coordinating vehicle swap-outs, including scheduling, tracking timelines, and communicating with field staff to minimize downtime
• Manage new hire vehicle assignments — matching available vehicles to new employees, ensuring proper documentation and handoff
• Oversee vehicle clean-out process for returning, transferred, or decommissioned vehicles (removing personal items, tools, and equipment before reassignment)
• Maintain key management system, including tracking key assignments, managing spares, and securing keys for vehicles in transition or storage
• Coordinate scheduled and unscheduled vehicle maintenance, including tracking service intervals, scheduling appointments, and following up on completion
• Support inventory tracking of fleet-related equipment (e.g., toolboxes, ladders, radios) tied to specific vehicles
• Flag and escalate compliance-related vehicle issues (inspections, registration renewals, recalls) to appropriate personnel

Warehouse & General Support:

• Maintain a clean and sanitary operating environment, responsible for the cleanliness of the receiving area.
• Assist with general labor duties, including:
  • Serving as backup logistics driver when needed.
  • Performing warehouse duties such as sweeping, waste disposal, and organization.

• Strong attention to detail and ability to prioritize deadlines.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office and database systems.
• Ability to work independently and as part of a team.
• Exceptional problem-solving skills.
• Valid driver’s license.

Physical Demands:

• Must be able to lift, carry, and move items weighing up to 50 lbs regularly.
• Frequent standing, walking, bending, and reaching throughout the workday.
• May be required to climb ladders or access high shelving to retrieve or store inventory.
• Must be able to perform tasks in a warehouse or shop environment, which may involve exposure to varying temperatures and noise levels.
• Periods of data entry and computer use are required.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• Eligible for healthcare benefits on Day 1 of employment:
  • Medical, dental, vision, and prescription drug coverage
  • Flexible Spending Account (FSA), Dependent Care Spending Account (DCSA)
  • Health Savings Account (HSA)
  • Company-paid Life Insurance; Supplemental Employee, Spouse, and Dependent Life
  • Accident Hospital Indemnity
  • Company-paid Short and Long-term Disability Insurance
  • Pet Insurance
• Employer matched 401(k) saving plan (with Roth option)
• Weekly paycheck
• Generous paid holiday schedule (11 days per year)
• Paid time off (vacation + sick time)
• Learning & Development programs
• Employee Referral Bonus Program
• Tuition Reimbursement

EOE – Disability/Veterans