The Project & Spare Parts Support Coordinator plays a key role in supporting spare parts sales while also coordinating and administering project activities. This hybrid role ensures seamless communication with customers, accurate processing of parts orders, and smooth execution of project timelines. The successful candidate will possess strong technical acumen, excellent customer service skills, and a high level of organizational ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Spare Parts Sales Support
- Receive and respond to client RFQs (Requests for Quotes) in a timely and professional manner.
- Confirm part specifications from engineering schematics and Bills of Material (BOM).
- Prepare and issue quotations, ensuring accuracy in fees, taxes, lead times, and markups.
- Process purchase orders (POs) and coordinate with internal teams for production or procurement.
- Track inventory using Microsoft NAV or other ERP systems.
- Arrange shipments and provide clients with Proof of Delivery and invoices.
- Maintain accurate records of communications and transactions.
- Provide administrative and logistical support to the modifications team.
- Manage project schedules, track deliverables, and update stakeholders as required.
- Manage travel arrangements, prepare petty cash and meal allowance claims for team members. Process and track expense report and perform some accounting-related duties.
- Create and maintain Operation & Maintenance manuals and spare parts lists.
- Develop reports and presentations for internal and external stakeholders.
- Field client calls and coordinate responses or escalate as needed.
- Build strong customer relationships and ensure follow-up for issue resolution.
- Perform other job-related duties as assigned.
- Post-secondary education in Engineering, Business Administration, or a related field is required.
- A minimum of 2 years' experience in project coordination, sales support, or customer service is considered an asset.
- Strong knowledge of Microsoft Office (Excel, Word, PowerPoint, Outlook).
- Experience with ERP or inventory systems such as Microsoft NAV is an asset.
- Excellent written and verbal communication skills.
- High attention to detail, organizational skills, and ability to manage multiple priorities.
- Comfortable working independently and collaboratively within a cross-functional team.
- Technical mindset and willingness to learn engineering concepts and product specifications.
- Willingness to travel occasionally to project sites if needed.
- Competitive salary
- Health, dental, and vision insurance
- Employee Assistance Program
- Paid time off and holidays
- Travel allowance and insurance
- Career growth and training opportunities