Part Sales and Warranty Coordinator

Job summary

The coordinator manages parts sales, warranty claims, invoicing, and outbound shipments while ensuring accurate order processing. They act as a liaison between customers, warehouse staff, and internal departments to maintain efficient fulfillment and inventory records.

Job details

Since 1991, ICE Western Sales has been manufacturing custom HVAC solutions for commercial and industrial clients. With a team of 250+ employees, our commitment to service, safety, and innovation continues to drive our success. Titan Matrix, a division of ICE Western, designs high-performance HVAC systems for mission-critical data center environments. Why Choose ICE Western Industry Leader: Join an established and growing manufacturer. Career Growth: Build your career through training, development, and advancement opportunities. Innovative Environment: Work with advanced technology in a modern manufacturing facility. Great Team: Be part of a collaborative culture focused on quality, safety, and continuous improvement. Position summary: The Parts Sales, Warranty & Shipping Coordinator is responsible for coordinating parts sales, customer orders, warranty claims, invoicing, and outbound shipments. This hands-on role works closely with customers, warehouse staff, service, sales, purchasing, and other internal departments to ensure orders and warranty requests are processed accurately and delivered on time. Key Responsibilities: Respond to customer inquiries regarding parts, pricing, availability, orders, and warranty claims. Process parts orders, quotations, invoices, and warranty claims. Identify and coordinate replacement parts using equipment information, manuals, drawings, and parts lists. Locate, pick, verify, package, and prepare products for shipment. Generate invoices, packing slips, shipping labels, and other required documentation. Verify purchase orders, billing information, pricing, and order accuracy. Coordinate with warehouse staff, carriers, suppliers, and internal departments to ensure timely fulfillment. Track shipments and resolve delivery, billing, and order discrepancies. Communicate with customers regarding order status, shipments, warranty claims, and resolutions. Maintain accurate parts, shipping, invoicing, inventory, and warranty records in the ERP system and MS Excel. Assist with inventory control, cycle counts, and general warehouse duties as required. Identify recurring warranty or parts issues and communicate concerns to management. Ensure compliance with company procedures and applicable shipping requirements. Qualifications: Previous experience in parts sales, shipping, logistics, order fulfillment, customer service, invoicing, warranty administration, or a related role. Experience in HVAC, manufacturing, mechanical, or industrial environments is an asset. Strong organizational, communication, customer service, and problem-solving skills. High attention to detail and accuracy. Proficiency with Microsoft Office (Excel, outlook etc.) and ERP or inventory management systems. Ability to read and interpret basic technical documents, equipment manuals, drawings, or parts lists is an asset. Basic accounting or invoicing knowledge is an asset. Ability to manage multiple priorities in a fast-paced environment. High school diploma or equivalent required. WHAT WE OFFER: Competitive compensation based on experience and trade tickets Health, dental, and vision coverage – premiums fully paid by ICE Western Paid vacation RRSP match Apprentice sponsorship Tool purchase support Safety footwear & eyewear allowances Company events and team initiatives Acknowledgement of Job Description: I have read and understand the job description regarding my employment with ICE Western Sales Ltd.

What you’ll do

The coordinator manages parts sales, warranty claims, invoicing, and outbound shipments while ensuring accurate order processing. They act as a liaison between customers, warehouse staff, and internal departments to maintain efficient fulfillment and inventory records.

Requirements

Candidates must have previous experience in parts sales, shipping, or logistics and possess strong organizational and customer service skills. Proficiency in Microsoft Office and ERP systems is required, along with the ability to interpret technical documents and manuals.

Benefits

• Health coverage • Dental coverage • Vision coverage • Paid vacation • RRSP match • Apprentice sponsorship • Tool purchase support • Safety footwear allowance • Safety eyewear allowance

Listed skills

• Customer service · Preferred
• Problem solving · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Parts sales
• Warranty administration
• Shipping and logistics
• Order fulfillment
• Customer service
• Invoicing
• Inventory control
• ERP systems
• Microsoft Office
• Technical documentation interpretation
• Problem-solving
• Attention to detail
• Communication
• Data entry
• Cycle counts
• Microsoft Excel
• Accounting
• HVAC
• Billing
• Management
• Customer Service
• Continuous Improvement Process
• Training And Development
• Cycle Counting
• Enterprise Resource Planning
• Sales
• Order Fulfillment Management
• Warehousing
• Leadership
• Innovation
• Inventory Control
• Inventory Management System
• Problem Solving
• Microsoft Outlook
• Organizational Communications
• Purchasing
• Quotations
• Coordinating
• Customer Inquiries
• Detail Oriented

Job areas

• Logistics
• Manufacturing
• Customer Service & Support
• Sales
• Administrative
• Warranty Coordinator
• Sales Coordinator
• Clerical Support Workers Not Elsewhere Classified
• Sales Representatives of Services, Except Advertising, Insurance, Financial Services, and Travel