Parts & Install Coordinator in Ormond Beach, Florida at Seacoast Service Partners NA LLC

Job Title

Parts & Install Coordinator

CORE VALUES

All Seacoast Service Partners team members are expected to uphold and model the Company's Core Values in every interaction with employees, customers, vendors, and business partners.

• Working Together -- We are people who care about improving lives and our communities

• Safety Above All -- We are dedicated to creating a safe workforce and workplace for every team member

• Integrity & Trust -- We deliver the highest quality services to solve our customers' toughest challenges

• Results & Growth -- We are committed to continuously striving for profitable growth and reinvestment in the future

CORE COMPETENCIES

• Organization & Follow-Through

• Communication

• Attention to Detail

• Problem Solving

• Accountability

• Customer Service

• Teamwork

• Sense of Urgency

• Adaptability

• Vendor Coordination

PHYSICAL REQUIREMENTS

• Ability to sit, stand, walk, bend, and perform general office-related tasks

• Ability to use a computer, phone, and standard office equipment

• Ability to communicate effectively by phone, email, and in person

• Ability to occasionally enter warehouse, shop, or operational areas to verify parts, materials, or equipment

• Ability to occasionally lift and move light materials within safe limits

WORK ENVIRONMENT

• Primarily office-based environment

• Frequent communication with field employees, vendors, office staff, customers, and management

• Occasional interaction within warehouse, shop, or operational areas

• Fast-paced service environment with changing priorities and deadlines

POSITION SUMMARY

The Parts & Install Coordinator supports the operations and installation teams by coordinating parts, equipment, materials, vendor communication, and installation job preparation. This role helps ensure installation jobs are properly prepared before dispatch, required materials are available, and communication between the office, field employees, vendors, and management is timely and organized.

This position supports installation scheduling, job readiness, vendor coordination, parts procurement, and operational efficiency while maintaining accurate records and timely follow-up on open items.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Coordinate parts, equipment, and materials required for scheduled installation jobs

• Place, track, and follow up on parts and equipment orders with vendors

• Communicate with vendors regarding pricing, availability, delivery schedules, and order status

• Assist with installation scheduling and preparation of upcoming installation jobs

• Verify materials, equipment, permits, job notes, and customer information are complete prior to dispatch

• Communicate job readiness updates to management, installers, technicians, office staff, and customers as needed

• Track backordered parts, delayed materials, incomplete job requirements, and other issues that may impact installation schedules

• Maintain accurate notes, order updates, and job documentation within company systems

• Organize and maintain install-related records, documentation, parts, and equipment information

• Support operations management with installation coordination, vendor follow-up, job preparation, and administrative activities

• Escalate concerns regarding delays, missing information, scheduling conflicts, or job readiness issues that may impact operations or customer service

• Assist with inventory counts for parts, equipment, and materials to help ensure accurate stock levels and job readiness.
• Follow company policies, procedures, and safety expectations
• Perform other duties as assigned based on business needs

SUPERVISORY RESPONSIBILITIES

• No direct supervisory responsibilities

REQUIRED QUALIFICATIONS

Experience

• Experience in office administration, dispatch, customer service, scheduling, parts coordination, warehouse support, or operations support

• Experience managing multiple priorities in a fast-paced environment

Technical Skills

• Strong organizational skills and attention to detail

• Ability to follow up consistently and manage multiple open items simultaneously

• Strong verbal and written communication skills

• Proficiency with computers, email, phones, and business software systems

• Ability to work independently and as part of a team

Other Requirements

• Dependable, professional, and customer-focused

• Must pass a background check and drug screening

PREFERRED QUALIFICATIONS

• Experience within HVAC, plumbing, construction, installation, service, or related trades

• Experience coordinating parts, materials, equipment, vendors, or installation schedules

• Experience using ServiceTitan or similar field service management software

EDUCATION

• High school diploma or equivalent required

• Additional education, training, or certifications related to operations, administration, or customer service preferred

DISCLAIMER

This job description is not intended to be an all-inclusive list of duties, responsibilities, or qualifications associated with the position. Duties may change based on business needs.

Seacoast Service Partners is an Equal Opportunity Employer.