Spares and Service Coordination Specialist

2 weeks ago


Wilsonville, Oregon, United States DWFritz Full time
Position Overview

The Spares and Service Coordination Specialist plays a crucial role in managing spare parts sales orders. This includes the creation and oversight of sales orders within the ERP system, preparing quotations, generating necessary documentation, expediting parts, and ensuring effective document control. Additionally, this role involves packaging parts for shipment, invoicing, and finalizing sales orders. The Specialist will also collaborate with the Technical Services Manager to oversee post-shipment service and support projects, as well as handling RMA requests for returned or exchanged components.

Key Responsibilities

Spares Management
  • Facilitates the entire process of spare parts quotations from initial quote to final shipment.
  • Engages with customers and the DWFritz technical service manager to clarify spare part deliverables.
  • Establishes sales order setups, routings, and operations within the ERP database management system.
  • Assesses material requirements and delivery timelines for spare part quotes, including costs and purchasing limits.
  • Identifies labor needs and communicates resource requirements effectively.
  • Completes estimation worksheets for spare part quotations.
  • Submits finalized quotes to customers.
  • Maintains and updates spare parts inventories.
  • Tracks and manages spare parts and service purchase orders.
  • Generates and monitors sales orders and billing processes.
  • Creates bills of materials for parts and spares in the ERP system.
  • Initiates purchasing demands as necessary.
  • Oversees sales order components by monitoring critical parts and expediting orders.
  • Prepares parts for dispatch and communicates shipping needs to logistics.
  • Manages spare parts inventory across various locations, ensuring minimum stock levels are maintained.
  • Coordinates spare parts 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 jobs, including routings and operations in the ERP system.
  • Monitors time and material for service/support jobs, adhering to established labor rates and material markups.
  • Tracks invoicing milestones and payments for support jobs.
  • Assigns RMA numbers and manages RMA requests for returned or exchanged parts.
  • Maintains a comprehensive Service Log.
General Support
  • Assists the Technical Service Manager with various projects.
  • Generates reports for the service team and management.
  • Facilitates team meetings and coordinates discussions.
Required Skills and Qualifications
  • Ability to work independently and manage tasks effectively.
  • Proficiency in MS Office Word and Excel.
  • Strong oral and written communication skills, along with excellent problem-solving and organizational abilities.
  • High attention to detail and accuracy in all tasks.
  • Proven ability to work efficiently in a multi-departmental and multicultural environment.
  • Commitment to maintaining confidentiality.
  • Capability to prioritize multiple tasks concurrently.
Education and Experience
  • 3 to 5 years of experience in engineering or service support roles.
  • Experience with ERP or MRP systems.
  • Exposure to multicultural environments is advantageous.
  • Experience in customer interaction is essential.
Work Environment
  • This position operates within a professional office and/or manufacturing setting.
Physical Requirements
  • Effective communication with staff is required, including verbal and auditory skills. The role may involve lifting up to 25 pounds occasionally, as well as bending, stooping, and grasping. Periods of walking and standing may be necessary, and the employee may work at a computer workstation for extended durations.
Equal Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The above description is intended to identify the essential functions and requirements for the performance of this job. It is not to be construed as a complete statement of duties, responsibilities, or requirements. All jobs require behaviors consistent with our Core Values and Culture.

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