Spare Parts Coordinator

Job Overview
Responsible for handling spare parts enquiries, sourcing products, preparing quotations, and coordinating order fulfilment. Acts as the key liaison between customers, suppliers, purchasing, warehouse, and sales teams to ensure timely and cost-effective delivery of spare parts while maintaining high customer satisfaction.

Key Responsibilities

Customer Support & Quotation Management

• Respond to customer enquiries regarding spare parts.
• Review technical requirements, equipment details, and part numbers to identify suitable products.
• Prepare and submit quotations with pricing, lead times, and delivery information.
• Follow up on quotations and support sales conversion.
• Update customers on order status and delivery schedules.

Sourcing & Procurement

• Source spare parts from suppliers, manufacturers, and alternative vendors.
• Obtain competitive pricing and lead times.
• Evaluate supplier performance, pricing, and availability.
• Coordinate with purchasing teams for order placement and follow-up.
• Identify alternative or substitute parts when required.

Order Coordination & Fulfilment

• Process quotations, sales orders, and related documentation through ERP systems.
• Coordinate with warehouse and logistics teams to ensure timely deliveries.
• Monitor order progress and resolve delays or supply issues.
• Ensure accurate and timely order completion.

Documentation & Reporting

• Maintain records of enquiries, quotations, orders, supplier pricing, and customer information.
• Update ERP databases and prepare reports on sales activities, quotations, and order status.

Relationship Management

• Build strong relationships with customers, suppliers, and internal stakeholders.
• Handle enquiries, complaints, and discrepancies professionally.
• Provide product recommendations and technical information when required.

Requirements

• Minimum 2 years of experience in spare parts coordination, inside sales, purchasing, customer service, or supply chain operations.
• Experience in marine, engineering, industrial equipment, or technical service industries is preferred.
• Knowledge of marine communication, navigation, electrical, or mechanical spare parts is an advantage.
• Familiarity with ERP systems (Navision/Microsoft Dynamics NAV preferred).
• Strong sourcing, negotiation, customer service, and coordination skills.
• Proficient in Microsoft Office applications.
• Ability to understand technical specifications, manage multiple priorities, and work under pressure.