Parts & Proposal Coordinator

Parts & Proposal Coordinator

Employment Type: Permanent

Salary Range: $58,240 - $72,800

About the Role

We are seeking a detail-oriented and driven Parts & Proposal Coordinator with knowledge in HVAC/R, electrical systems, or commercial kitchen equipment. This position is ideal for a former technician looking to transition into an office-based role while staying connected to the technical side of the industry. You will play a vital role in supporting our service team by sourcing parts, creating proposals, and maintaining organized inventory systems.

Key Responsibilities

• Serve as the primary point of contact for customers and technicians regarding parts needs.

• Source, process, and receive parts orders; review for accuracy and completeness.

• Create and send proposals/estimates using field service software (SamPro experience is a plus).

• Maintain accurate records related to inventory, proposals, and service activity.

• Scan, label, and track incoming/outgoing packages; manage technician truck inventory.

• Organize warehouse parts and safely distribute materials to technicians.

• Monitor re-order levels and replenish inventory to maintain proper stock levels.

• Resolve order issues with vendors (incorrect parts, refunds, re-delivery).

• Assist Service Manager with inventory cycle counts and general maintenance of tools/equipment.

• Use field service software, phone, and text to communicate with technicians.

• Occasionally assist with incoming customer calls for service requests and inquiries.

Required Skills & Qualifications

• 2-3 years of experience in skilled trades (HVAC/Electrical).

• Strong customer service skills and ability to multitask in a fast-paced environment.

• Familiarity with inventory management, purchasing, and order entry.

• Proficiency in Microsoft Office; experience with SamPro ERP software is a plus.

Nice-to-Have Skills

• Experience with HVAC/refrigeration parts sourcing.

• Knowledge of proposal creation and purchase order reconciliation.

Work Environment

• Schedule: Monday-Friday, 8:00 AM - 4:30 PM.

• Office-based role with approximately 8 team members.

• Collaborative and supportive culture.

Employee Value Proposition

Join a growing team where your technical experience and organizational skills will make a direct impact on service efficiency and customer satisfaction. This is a great opportunity to transition from field work to an office-based role while staying connected to the industry.

Job Type & Location

This is a Permanent position based out of Westbury, NY.

Pay and Benefits

The pay range for this position is $58240.00 - $72800.00/yr.

Competitive Pay - Earn top wages based on experience. Paid Holidays & Vacation - Enjoy a great work-life balance. Health, Dental & Vision Insurance are available- Take care of yourself and your family. 401(k) with Company Match - Secure your financial future. Career Growth - Opportunity to advance in a thriving company. Diverse Projects - Service provided for commercial HVAC and Refrigeration installations, service, and maintenance. Great Team Culture - Join a supportive and skilled crew.

Workplace Type

This is a fully onsite position in Westbury,NY.

Application Deadline

This position is anticipated to close on Jan 19, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.