Parts Associate

About the role

Pro-Serv Food Equipment is seeking a dependable, organized, and detail-oriented Parts Associate to join our Raleigh team. This position plays an important role in supporting our service technicians and customers by ensuring parts are accurately identified, ordered, received, tracked, and returned in a timely manner. The ideal candidate is comfortable working in a fast-paced service environment, can manage multiple priorities, communicates well with technicians and vendors, and takes ownership of tasks from start to finish.

Responsibilities

• Identify and research commercial food equipment, refrigeration, and HVAC parts using model and serial numbers, parts diagrams, manufacturer resources, and vendor websites.
• Order parts from approved vendors and manufacturers.
• Verify part numbers, pricing, availability, shipping method, and estimated delivery dates before placing orders.
• Create, maintain, and process purchase orders according to company procedures.
• Track open orders, backorders, and past-due shipments and follow up with vendors as needed.
• Provide accurate ETA updates and communicate significant delays or changes.
• Receive incoming parts accurately and promptly.
• Verify received parts against purchase orders and packing slips.
• Update jobs and purchase orders when parts are received.
• Ensure received parts are properly labeled, organized, and staged for the appropriate technician or job.
• Assist with coordinating technician parts pickups and job readiness.
• Process parts returns, including obtaining RMAs, preparing return documentation, and coordinating return shipments.
• Track outstanding returns and credits until completed.
• Assist with defective and warranty-related part returns as directed.
• Maintain organized parts areas, shelves, and job-specific parts.
• Assist with physical inventory counts and inventory adjustments.
• Help maintain appropriate warehouse and technician truck stock.
• Research discrepancies involving missing, incorrect, damaged, or unreceived parts.
• Communicate with technicians, managers, vendors, and other departments regarding parts needs and order status.
• Upload receipts and supporting documentation to the appropriate purchase order and job.
• Monitor assigned emails, tasks, and parts-related work queues throughout the day.
• Escalate unresolved issues promptly rather than allowing orders, POs, returns, or parts requests to remain unaddressed.
• Follow all Pro-Serv purchasing, receiving, inventory, and documentation procedures.

Requirements

• Strong organizational and time-management skills.
• Excellent attention to detail.
• Ability to manage multiple orders and priorities at the same time.
• Strong written and verbal communication skills.
• Comfortable communicating with technicians, vendors, manufacturers, and management.
• Basic computer skills and the ability to learn company software and vendor systems.
• Ability to research information independently and know when to ask for assistance.
• Dependable attendance and consistent follow-through.
• Ability to work effectively both independently and as part of a team.
• Experience with commercial food equipment, HVAC/refrigeration parts, appliance parts, automotive parts, warehouse operations, purchasing, or inventory management is preferred but not required for the right candidate.
• This position may require standing, walking, bending, reaching, and working within warehouse and parts-storage areas throughout the day. The employee must also be able to safely lift and move boxes, equipment parts, and inventory as required.

Benefits

• 401(k)
• 401(k) matching
• Health insurance
• Opportunity for advancement
• Parental leave
• Training & development
• Vision insurance