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Spares and Service Operations Coordinator

2 months ago

Wilsonville, Oregon, United States DWFritz Full time
Position Overview

The Spares and Service Support Specialist plays a crucial role in managing the lifecycle of spare parts sales orders. This includes the creation and oversight of sales orders within the ERP system, preparation of quotations, documentation, and organization of shipping processes. The role also involves expediting parts, maintaining accurate parts inventories, and ensuring effective document control. Additionally, the Specialist collaborates with the Technical Services Manager to oversee post-shipment service initiatives and manage RMA requests for returned or exchanged components.

This position requires proactive communication with DWFritz personnel across various locations.

Key Responsibilities

Spares Management
  • Oversees the entire process of spare parts quotations from inception to delivery.
  • Engages with customers and the DWFritz technical service manager to clarify spare part expectations.
  • Establishes sales order configurations, routing, and operational details in the ERP system.
  • Assesses material needs and delivery timelines for spare parts, considering costs and purchasing limits.
  • Identifies labor needs and communicates resource requirements effectively.
  • Completes estimation worksheets for spare parts quotations.
  • Submits finalized quotes to clients.
  • Develops and maintains comprehensive spare parts lists.
  • Tracks and manages spare parts and service purchase orders.
  • Generates and monitors sales orders and invoicing processes.
  • Creates bills of materials for parts and spares within the ERP system.
  • Initiates purchasing demands as necessary.
  • Monitors sales order components, ensuring timely procurement of critical parts.
  • Prepares items for shipment and coordinates shipping logistics.
  • Maintains spares inventory across multiple sites, ensuring stock levels meet operational needs.
  • Aligns spares requirements with international service teams.
Service Support and RMA Management
  • Collaborates with the DWFritz Technical Service Manager to understand service support projects and RMA requirements.
  • Creates and organizes service/support and RMA documentation.
  • Establishes service/support tasks, including routing and operations in the ERP system.
  • Monitors time and materials for service/support tasks, applying established labor rates and material markups.
  • Tracks invoicing milestones and payment statuses for support jobs.
  • Assigns RMA numbers and manages the logging and tracking of RMA requests.
  • Maintains a comprehensive Service Log.
General Support Functions
  • Assists the Technical Service Manager with various projects.
  • Generates analytical reports for the service team and management.
  • Facilitates team meetings and coordinates discussions.
Required Skills and Qualifications
  • Proven ability to work independently.
  • Proficiency in MS Office applications, particularly Word and Excel.
  • Strong oral and written communication skills, along with excellent problem-solving abilities.
  • High attention to detail and accuracy in all tasks.
  • Demonstrated capacity to work effectively in a multi-departmental and multicultural environment.
  • Ability to maintain confidentiality in sensitive matters.
  • Skill in prioritizing multiple tasks concurrently.
Education and Experience Requirements
  • 3 to 5 years of experience in engineering or service support roles.
  • Experience with ERP or MRP systems is essential.
  • Experience in multicultural environments is advantageous.
  • Background in customer interaction is preferred.
Work Environment
  • This position operates within a professional office and/or manufacturing setting.
Physical Requirements
  • The role requires effective communication, including speaking and listening. Occasional lifting of up to 25 pounds may be necessary, along with bending and stooping. The employee may also be required to stand or walk for extended periods and work at a computer workstation for long durations.
Equal Opportunity Statement

DWFritz is committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

This description outlines the essential functions and requirements for this position and is not intended to be an exhaustive list of duties or responsibilities.