Parts and Purchasing Coordinator

Job Title: Parts and Purchasing Coordinator
Department: Parts / Operations
Reports To: General Manager and Shop Foreman

Position Summary

The Parts and Purchasing Coordinator is responsible for managing the procurement, inventory control, and distribution of agricultural equipment parts and shop supplies. This role ensures parts are readily available to support equipment repairs and maintenance while maintaining efficient inventory levels and cost-effective purchasing practices. The position works closely with the Shop Foreman to ensure technicians have timely access to necessary parts and with the General Manager to maintain budget control and operational efficiency.

Key Responsibilities

Purchasing & Vendor Management

• Source and purchase agricultural equipment parts, tools, and shop supplies from approved vendors.
• Develop and maintain relationships with suppliers, manufacturers, and distributors.
• Negotiate pricing, delivery timelines, and supply agreements when appropriate.
• Monitor supplier performance and identify opportunities for cost savings.

Inventory Management

• Maintain accurate and appropriate inventory levels to support shop service and field operations.
• Track inventory usage, seasonal demand, and equipment service needs to guide purchasing decisions.
• Perform regular inventory counts and audits to ensure accuracy.
• Identify and manage obsolete, excess, or slow-moving inventory.

Parts Department Operations

• Oversee the receiving, storage, and organization of parts and materials.
• Ensure parts are properly cataloged, labeled, and stored for efficient access.
• Assist technicians and staff in identifying and locating correct parts for repairs and maintenance.
• Coordinate with the Shop Foreman to prioritize parts needed for scheduled and urgent repair work.

Financial & Administrative Duties

• Manage purchasing within established budgets and cost targets.
• Process purchase orders and verify vendor invoices for accuracy.
• Maintain records of purchases, inventory levels, and supplier information.
• Prepare reports on inventory usage, purchasing trends, and cost management.

Coordination & Communication

• Work closely with the Shop Foreman to anticipate parts needs based on service schedules and repair demands.
• Communicate with the General Manager regarding purchasing strategies, inventory investment, and budget considerations.
• Assist in developing procedures that improve efficiency in ordering, receiving, and inventory management.

Qualifications

Education

• Associate or Bachelor’s degree in Agriculture, Business, Supply Chain Management, or related field preferred.
• Equivalent industry experience may be considered.

Experience

• 3–5 years of experience in agricultural equipment parts management, purchasing, inventory control, or a related field preferred.
• Experience with farm equipment, machinery, or heavy equipment parts strongly preferred.

Skills & Competencies

• Strong understanding of agricultural equipment and parts systems.
• Inventory control and purchasing management skills.
• Vendor relationship and negotiation skills.
• Proficiency with inventory management systems and Microsoft Office.
• Strong organizational, communication, and problem-solving abilities.
• Ability to collaborate effectively with service and management teams.
• Forklift certification or the ability to obtain certification.
• Bilingual in English and Spanish preferred, or willingness to learn basic job-related Spanish.

Working Conditions

• Combination of office, warehouse, and shop environment.
• Ability to lift and handle parts and materials (up to 50 lbs).
• Use of forklifts or material handling equipment as needed.
• Occasional extended hours during peak agricultural seasons.