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Title:  Parts Coordinator


Schofield, WI, US, 54476

Company:  Greenheck Group
Date:  Aug 4, 2022

Build your Future with Us!



Interested in working with one of the markets leading manufacturers? Greenheck Group is a leading growth-focused, environmentally conscious, commercial HVAC manufacturer. Join our team, which proudly designs and manufactures the most comprehensive line of ventilation products in the industry. Greenheck Group is a dynamic multi-branded international organization. Our equipment is used worldwide in commercial, institutional, and industrial facilities, ranging from comfort ventilation to manufacturing processes. Our efficient products improve comfort, safety, and health of lives across the planet. Since 1947, we are deeply committed to helping you “Build Your Future,” through professional growth, challenging leadership roles, and exciting opportunities around the world.


General Summary:

Responsibility to deliver exceptional customer service for Greenheck’s replacement parts customers.  Create and process transactions in the Parts eCommerce websites, SAP, the RGA system.  Process credit memos or motor warranty information as needed.  Utilize other Greenheck databases as needed to process requests.


Principal Duties & Responsibilities:


  • Responsible for internal and external customer service related to the Parts Department
  • Monitor and complete orders in DocuWare in 4 hours or less; DocuWare lists should contain no more than 3 items at end of business day outstanding
  • Answer all Parts phone calls daily and assist customers as needed with technical questions, quote requests or entering of orders; all requests should be completed in 4 hours or less or by end of business day, unless waiting for information to complete
  • Review all parts orders for warranty validation.  Review all manual parts orders for completeness and accuracy
  • Monitor and answer all voice mail messages for the Parts Department’s voice mail box; calls should be retrieved on an hourly basis
  • Coordinate and assist all Business Units (BU) to obtain necessary information to complete Parts requests and provide exceptional customer service with responses to customers in 4 hours or less
  • Maintain and enhance system knowledge of internal systems and process associated with SAP, Parts eCommerce websites, CAPS, Motor system, Return Goods Authorizations and other sales related systems
  • Create and process any RGAs based on customer requests.  Send monthly Expiration and Cancellation notices to customers
  • Conduct a semi-annual housekeeping of customer Ship to address report eliminating duplicate records
  • Assist with any project requests to aid in improving customer service and other documented reference materials used both internally and externally
  • Work with supervisor on additional projects as workload permits
  • Provide backup for other team members in the Parts Department as necessary






Business Unit Specific Duties & Responsibilities:


  • Responsible for internal and external customer service related to the Parts business unit
  • Answer Parts/QD phone calls, chats and emails daily.  Assist customers as needed with technical questions, quote requests, and website questions.  All requests should be completed in 4 hours or less or by end of business day, unless waiting for information to complete.
  • Review and process all ecommerce orders, including warranty, utilizing DocuWare, CRM, SAP and any other systems required. 
    • Assist in meeting and maintaining company objectives of on-time order processing by releasing or setting correct status
    • Check orders for accuracy, pricing, multiplier use and part numbers
    • Understand and follow order processing documentation and guidelines to complete daily tasks and determine next steps.
    • Work closely with purchasing and Parts/QD operations for customer move ups
  • Support parts operations with daily reports as needed
  • Must have the capability to multitask and have excellent organizational skills.




Job Qualifications: 

Work requires, in addition to the skills normally acquired through a general high school education, specialized or technical training which may be obtained in high school commercial or shop courses or by a relatively brief period (less than two years) of intensive preparation outside of school.


Between 1-3 years of work experience is required.


Familiarity period is 1 to 2 years.



Special Notation


The preceding statements are intended to describe the general nature and level of work being performed by people in this position.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills.



We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.



Nearest Major Market: Wausau