Parts Administrator - Air Equipment Company

The Company

Air Equipment Company is the largest independent HVAC Equipment and Solutions provider in Kentucky. Our company has grown to three offices and over 40 employees throughout Kentucky, with headquarters in Louisville.  We represent over 50 manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‐added solutions to their complex problems.

Air Equipment Company will redefine industry standards to become the unequivocal leader in all markets we serve, to achieve an unparalleled market share.  We will get there through our unwavering commitment to innovation, education, customer satisfaction, and operational excellence.  We are not merely seeking success; we are on a relentless pursuit to set new benchmarks, disrupt the status quo, and consistently exceed expectations. Our dedicated team of passionate professionals is the driving force behind our journey to claim the top spot, fueled by a shared vision of becoming the go-to provider in our business.

We are seeking a reliable and detail-oriented Parts Administrator to manage invoicing, warranties, purchasing, and customer service tasks. This role will ensure the smooth and efficient operation of daily office functions, supporting the Parts department and contributing to a positive customer experience.

Key Responsibilities:

• Prepare and issue invoices accurately and timely.
• Generate regular sales reports
• Manage warranty claims and process warranty paperwork.
• Communicate with customers to address warranty issues and provide support.
• Maintain up-to-date records on all warranty-related documentation.
• Handle purchasing orders for stock
• Track inventory levels and order products as needed.
• Manage product returns and exchanges.
• Assist with order processing and follow up on customer orders.
• Perform general office duties, including filing, data entry, and document management.

Qualifications:

• Previous experience in office administration or a related role.
• Detail-oriented with strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Experience working in Microsoft D365 F&O, Zendesk, SalesForce, and Quickbooks is a plus
• Excellent communication and customer service skills.
• Ability to work independently and as part of a team.

*This job description shall remain fluid and will be reviewed on an as needed basis.