Warehouse & Parts Coordinator

Warehouse & Parts Coordinator Pay: $18.00 - 22.00 per hour Location Vestal, NY (Binghamton Area) Arctic Bear Plumbing, Heating, Air, and Water Treatment is seeking an exceptional Warehouse & Parts Coordinator to join our growing team in Vestal, NY. This role oversees daily warehouse operations, including inventory management, material ordering, equipment staging, purchasing support, and general upkeep. The ideal candidate is organized, detail-oriented, dependable, and comfortable in a fast-paced environment. Strong communication, basic computer skills, the ability to manage multiple priorities, and a willingness to handle both administrative and physical warehouse duties are essential. About Arctic Bear: At Arctic Bear, we value having a team of outstanding professionals. Our company is constantly growing, and we're always looking for qualified tradespeople. We pride ourselves on our customer service and workmanship and would love for you to be a part of our family. If you're interested in a position with competitive perks and benefits, join our team today! What can we offer you?   •    Weekly pay with direct deposit •    Paid Time Off (PTO) and Paid Holidays •    Short-Term and Long-term Disability insurance  •    401(k) retirement plan with employer matching •    Medical, Dental, and Vision Insurance •    Company-paid Life Insurance •    A safety-first culture with the equipment and support you need to do the job right Responsibilities: Prepare and stage equipment and materials for upcoming jobs by reviewing sales requirements, coordinating orders, verifying equipment details, and organizing materials for warehouse release. Review job documentation and installation photos to identify missing or incorrect materials and ensure jobs are complete, accurate, and installation-ready. Manage parts and material purchasing for Service and Installation teams by checking inventory, sourcing from distributors, evaluating availability and pricing, and placing orders as needed. Maintain supplier relationships, pursue cost savings and competitive pricing, and track orders and deliveries to ensure timely availability of materials. Manage warranty and RGA (Return Goods Authorization) claims, including documentation, claim submission, defective-material returns, replacement parts, follow-up, and recordkeeping. Create and manage purchase orders across departments, ensuring accurate quantities, pricing, packing slip details, PO assignments, and supporting documentation. Maintain and optimize warehouse inventory by monitoring stock levels, restocking critical materials and equipment, evaluating stocking needs, conducting monthly physical counts, reconciling records, and investigating discrepancies. Maintain an organized, accurately labeled, clean, and properly stocked warehouse, including water heaters, salt, consignment inventory, and equipment documentation, while following FIFO practices. Safely operate and maintain forklifts and other warehouse equipment for loading, unloading, deliveries, and technician support; monitor equipment condition and coordinate maintenance and propane replenishment. Perform parts runs, supplier pickups, and field deliveries, ensuring equipment, parts, and materials are transported safely and delivered to the correct location. Maintain a valid driver’s license. Maintain a clean, safe, and secure warehouse, facilities, parking areas, and grounds through routine cleaning, waste removal, pressure washing, landscaping, and general upkeep. Manage dumpsters and disposal of used equipment as needed. Complete end-of-day administrative, safety, and security procedures, including processing packing slips and receipts, securing workstations, and ensuring the warehouse, doors, and lights are properly closed and locked. Job Qualifications: Previous warehouse, purchasing, inventory, HVAC, plumbing, water treatment, or mechanical experience preferred. Strong organizational, time-management, and attention-to-detail skills. Ability to work independently, prioritize multiple tasks, and communicate effectively with technicians, vendors, and internal teams. Basic computer skills and ability to learn company software, including ServiceTitan. Valid driver’s license with a clean driving record and reliable transportation. Ability to safely operate a forklift; certification or willingness to obtain preferred. Ability to lift, move, load, unload, and organize materials and equipment. Dependable, punctual, safety-conscious, and comfortable working in both office and warehouse environments. The starting base range for this position is $18.00 to $22.00 an hour. This is the range of the base pay only; it does not include other components that make up the total compensation package of the position. If offered a position, your total compensation package will be determined by experience, location, skills, and/or education which may result in a total compensation package that falls outside of the provided range. This employer participates in E-Verify to verify the employment eligibility of all new hires. E-Verify is a federal program that compares information from Form I-9 to government records to confirm employment eligibility. Arctic Bear Plumbing, Heating, Air, and Water Treatment (subsidiaries and affiliates) is an Equal Opportunity Employer committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, physical and mental disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy, or maternity, protected veteran status, or any other status protected by applicable national, federal, state or local law.