Parts Administrator/Bids & Office Administrator

Job Summary

The Parts Administrator/Bids & Office Administrator is responsible for receiving, logging, and processing parts and equipment requests from various customers, assisting with bids and quotations, and providing general office administration.

Parts Administration

• Receive, log, and process parts and equipment requests from a wide range of customers, from small HVAC shops to large government entities and data centers
• Accurately enter and maintain customer, order, and pricing information, ensuring completeness and accuracy for downstream processing
• Communicate customer requests clearly and accurately to manufacturers, translating customer needs into comprehensible, cohesive requests
• Prepare and send accurate pricing to customers, requiring strong math skills and close attention to detail
• Respond promptly to customer inquiries by phone and email regarding parts availability, pricing, and order status, on a constant, ongoing basis
• Build and maintain strong working relationships with customers across varying levels of technical expertise, adjusting communication style as needed
• Track parts orders from request through delivery, monitoring lead times, backorders, and shipment status
• Resolve order discrepancies, pricing questions, and delivery issues professionally, including difficult or high-pressure customer interactions
• Continuously learn manufacturer products, pricing structures, and processes, proactively asking questions to ensure accuracy
• Maintain organized records and logs of parts requests, quotes, and orders

Bids & Quotations

• Assist Sales Engineers and management with bids, proposals, quotations, and related documentation
• Request and maintain manufacturer and vendor pricing, availability, and lead times for bids and customer requests
• Track bid opportunities, quotation deadlines, submissions, and follow-up activities
• Maintain organized bid tracking logs and filing systems for bids and proposals

Office Administration

• Support day-to-day office operations, ensuring efficiency, organization, and a professional office environment
• Answer, screen, and route incoming phone calls and greet visitors in a professional and courteous manner
• Manage incoming and outgoing mail, packages, and general office correspondence
• Afford assistance with scheduling meetings, calendar coordination, and general administrative tasks
• Perform other administrative and operational duties as assigned

Qualifications

• Strong customer service skills, with the ability to communicate effectively with a wide range of customers, from small HVAC shops to government entities and data centers
• Strong attention to detail and accuracy, particularly when logging customer information and preparing pricing
• Good organizational skills and the ability to manage multiple requests, deadlines, and priorities
• Superb written and verbal communication skills, including constant phone and email correspondence
• Strong data entry skills and solid math ability, given the volume of order entry and pricing work
• Quick learner with a strong desire to ask questions and grow product and process knowledge
• 2+ years of experience in parts, purchasing, order processing, sales support, or a related administrative role
• HVAC, mechanical, construction, engineering, manufacturer's representative, or related industry experience strongly preferred
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook
• Bachelor's degree preferred; Associate's degree considered in lieu of relevant experience
• Dependable, proactive, and comfortable working independently while supporting a team

Benefits

• Medical, Dental, and Vision Insurance
• 401(k)
• Generous Paid Time Off (PTO)
• Competitive salary with performance-based incentives
• Opportunities for professional development and continuous learning
• Collaborative, growth-oriented team culture
• Critical Systems LLC is an Equal Opportunity Employer