Parts & Service Coordinator

Job Description: Parts & Service Coordinator

Department: Parts & Service
Industry: Construction Equipment

Key Roles and Responsibilities

1. Parts Order Management: Receive, process, and track spare parts orders, ensuring timely availability and delivery.

2. GRN Processing: Prepare and maintain Goods Receipt Notes (GRNs) for incoming spare parts and materials.

3. Quotation Preparation: Prepare and share spare parts quotations with customers and service teams.

4. Invoice Management: Generate and process parts invoices, service invoices, and related documentation.

5. Courier and Dispatch: Coordinate courier bookings, parts dispatch, delivery tracking, and proof of delivery.

6. AMC Coordination: Maintain Annual Maintenance Contract (AMC) records, track renewals, and coordinate service schedules.

7. Warranty Claims: Process warranty claims, collect supporting documents, coordinate with the concerned teams, and follow up on claim approvals.

8. Service Coordination: Coordinate with service engineers, customers, suppliers, and internal departments to ensure smooth service operations.

9. Documentation and Records: Maintain accurate records of parts inventory, orders, invoices, warranty claims, and service activities.

10. Customer Support: Respond to customer inquiries regarding parts availability, order status, quotations, invoices, and service requirements.

11. Follow-up and Reporting: Follow up on pending orders, claims, deliveries, and payments, and prepare regular status reports.

Required Skills

• Good coordination and communication skills.

• Knowledge of spare parts and construction equipment service operations.

• Basic computer knowledge, MS Excel, and ERP software.

• Strong documentation, follow-up, and organizational skills.

• Ability to coordinate with customers, service engineers, suppliers, and internal teams..

• It is a Full Time Back Office / Data Entry job for candidates with 4 - 6+ years Experience.