Parts Coordinator
About Us
Cii Service has been a trusted leader in commercial service for over 60 years. We specialize in serving commercial, industrial, and institutional clients – ranging from hospitals requiring critical precision and rapid response, to amusement parks, banks, universities, manufacturing facilities, and single offices.
Location: Richmond, VA 100% on site.
Hours: 8am-4pm, M-F
Position Overview
The Parts Coordinator/Estimator/Inside Sales will oversee all aspects of parts sourcing and estimating for service and project needs, with a focus on customer relationships and accurate documentation of opportunities in our CRM. This role ensures accurate pricing, timely procurement, and strong vendor relationships to support field operations. The ideal candidate is detail-oriented, organized, and skilled at balancing cost efficiency with quality.
Key Responsibilities
Parts Coordinator
• Source, order, and manage inventory of parts and materials for service and project jobs
• Maintain vendor relationships, negotiate pricing, and track supplier performance
• Collaborate with service managers, technicians, and project teams to ensure parts availability
• Research and identify alternative parts or solutions to reduce costs and improve efficiency
• Communicate with vendors concerning product warranties and recalls
• Track warranty returns and makes sure vendor paperwork requirements are completed as to not hold up receiving warranty credits
Estimator
• Prepare accurate and timely estimates for repairs, replacements and project work
• Maintain detailed records of estimates, purchase orders, and parts transactions
• Compare invoices against P.O’s to ensure that pricing and quantities are correct
• Effectively negotiate service agreement renewals when required
Inside Sales
• Collaborate with Branch Manager to optimize existing customer relationships and identify new business opportunities
• Build effective relationships and trust with customers and potential customers
• Utilize CRM to manage customer interactions, activities, and opportunity pipeline
• Follow up on quotes and reach out to new and existing customers for the development of new business
Other
• Maintain vehicle records and assist Fleet department with Element Fleet management program
• Handle inbound calls and provides callers with product and service information
• Perform other related duties as assigned by management
Qualifications
• 3+ years experience in HVAC service, parts management, estimating, or procurement
• Strong knowledge of commercial HVAC/mechanical systems and parts
• Proficient in MS Office (especially Excel) and inventory/estimating software
• Excellent organizational and communication skills
• Ability to read and interpret technical documents, blueprints, and specifications
• Strong negotiation and vendor management skills
• Skill in communicating effectively in both written and oral form
• Proficient in using CRM software and other word processing, spreadsheet, and database applications
• Attention to detail and highest level of accuracy
Why You’ll Love Working Here:
· Competitive pay and benefits package.
· Health and Wellness: Comprehensive medical, dental, and vision plans to keep you and your family covered, including free preventive care and affordable prescription options.
· Life and Disability Insurance: Company-paid life insurance and disability coverage, with options to enhance your benefits.
· Retirement Savings: 401(k) plan with a generous company match to help secure your future, with immediate vesting.
· Paid Time Off: Enjoy paid holidays and a PTO plan that grows with your years of service.
· Opportunities for Career Advancement and Professional Development: We provide education assistance to help you grow your skills and career.
· Extra Perks: Flexible spending accounts, employee discounts, and 24/7 confidential support through our Employee Assistance Program.