Commercial HVAC Parts Coordinator

Position Summary

Four Seasons is seeking a highly organized and driven Commercial HVAC Parts Coordinator to support our fast-paced service and install operations. This role is critical in ensuring our technicians and project teams have the right parts, at the right time, to keep customer systems up and running.

Key Responsibilities

• Maintain accurate inventory of commercial HVAC parts (motors, belts, compressors, controls, filters, etc.)
• Manage stock levels to support high-volume service operations, especially RTU repairs
• Receive, inspect, tag, and organize incoming materials
• Order parts and equipment from key vendors (Trane, Carrier, Lennox, Daikin, supply houses, etc.)
• Track availability, lead times, and backorders
• Source hard-to-find or obsolete parts for emergency service calls
• Build strong relationships with suppliers to improve pricing and response times
• Support urgent service needs across the Chicagoland area
• Work closely with service managers, dispatch, and account reps to anticipate job needs
• Ensure technicians leave the shop fully prepared to complete jobs on the first visit
• Handle emergency parts requests with urgency to minimize downtime for customers
• Monitor parts usage and identify cost-saving opportunities
• Prevent overstocking and reduce obsolete inventory
• Aid in accurate job costing by tracking parts to specific work orders
• Assist with warranty returns and vendor credits

Qualifications

• 2+ years in HVAC parts, supply house, or mechanical contracting
• Strong knowledge of commercial HVAC systems (especially RTUs)
• Experience in a service-driven environment with high daily volume
• Ability to prioritize urgent requests and adapt quickly
• Strong organizational and communication skills

Preferred Experience

• Familiarity with Chicagoland suppliers and vendor network
• Experience with inventory/dispatch/ERP systems (ServiceTitan or similar)

Core Competencies

• Sense of urgency – understands downtime = customer impact
• Detail-oriented – accuracy in ordering and staging parts
• Problem solver – finds solutions when parts are unavailable
• Team-first mindset – supports techs, dispatch, and sales
• Operational awareness – understands how parts drive revenue and efficiency

Compensation & Benefits

• Medical Insurance (employer subsidized)
• Accident Insurance
• Critical Illness Insurance
• Hospital Indemnity Insurance
• Dental Plans (free to employees)
• Vision Plans (free to employees)
• Short Term Disability (free to employees)
• Long Term Disability
• Basic Life Insurance (free to employees)
• Holiday Pay
• Paid Time Off
• 401k with Matching
• Reasonable Accommodation

Work Environment

• Combination of warehouse and office
• Fast-paced, high-demand environment supporting same-day service
• Occasional early mornings or extended hours during peak seasons

Equal Opportunity Employer

Four Seasons is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.