Benefits:- Health insurance
- Paid time off
ob Title: Order Management & Spare Parts Coordinator
Department: Operations / Supply Chain
Location: Fremont, CA
Employment Type: Full-Time | On-Site
Job Overview
We are seeking an organized and detail-oriented
Order Management & Spare Parts Coordinator to oversee our order processing, spare parts inventory, and fulfillment operations. In this role, you will serve as a key operational link supporting sales, service, and engineering teams to ensure timely delivery, accurate inventory tracking, and high customer satisfaction.
If you thrive in a fast-paced environment managing cross-functional workflows, spare parts logistics, and ERP data, we want to hear from you!
Key Responsibilities
Order Management
- Process and manage end-to-end customer orders within our ERP/CRM systems.
- Verify order accuracy, including pricing, quantities, specifications, and delivery schedules.
- Coordinate closely with sales, engineering, and production teams to drive order fulfillment.
- Proactively monitor order statuses and communicate updates or timeline shifts to customers.
- Identify and resolve order discrepancies, delays, or shipping issues efficiently.
Spare Parts Management
- Oversee spare parts inventory for advanced systems and specialized equipment.
- Track stock levels, conduct stock monitoring, and coordinate reorders with procurement.
- Ensure critical spare parts availability to support field service teams and customer repairs.
- Maintain an up-to-date, accurate spare parts catalog and technical documentation.
- Prepare spare parts quotations and process incoming parts requests.
Logistics & Shipping
- Coordinate domestic and international shipments of spare parts and equipment.
- Prepare complete shipping documentation, including packing lists, commercial invoices, and export documents.
- Partner with freight carriers and third-party logistics (3PL) providers.
- Track transit milestones and proactively manage delivery timelines.
Customer Support & Collaboration
- Respond promptly to customer inquiries regarding order status, parts availability, and delivery ETAs.
- Provide spare parts recommendations based on equipment requirements and bills of materials.
- Assist field service engineers with parts identification during active maintenance and repairs.
Inventory Control & Reporting
- Maintain real-time accuracy of inventory records within the ERP system.
- Generate and analyze reports covering order statuses, inventory valuation, and usage trends.
- Participate in cycle counts and support formal inventory audits.
Required Qualifications
- Education: Bachelor’s degree in Supply Chain, Business Administration, Engineering, or a related field (or equivalent combination of education and hands-on experience).
- Experience: 2–5 years of direct experience in order management, spare parts coordination, or supply chain operations.
- Systems: Hands-on experience working with ERP and CRM systems.
- Knowledge: Proven understanding of inventory control, fulfillment, and basic logistics procedures.
- Skills: Excellent organizational skills, keen attention to detail, and clear verbal/written communication abilities.
Preferred Qualifications
- Prior experience in industrial automation, robotics, or semiconductor capital equipment industries.
- Familiarity reading Bills of Materials (BOMs) and navigating complex spare parts catalogs.
- Hands-on experience with international shipping, customs compliance, and export documentation.
- Strong ability to collaborate cross-functionally across engineering, sales, field service, and operations.
Work Environment & Benefits
- Location: Fremont, CA (100% On-Site)
- Schedule: Full-Time, Monday through Friday
- Competitive compensation package along with comprehensive health, medical, retirement, and paid time off benefits.