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About the Role

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.

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 clean, safe, and secure warehouse, facilities, parking areas, and grounds through routine cleaning, waste removal, pressure washing, landscaping, and general upkeep.
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.

Requirements

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.

Skills

Inventory management
Material ordering
Equipment staging
Purchasing support
General upkeep
Organization
Detail-orientation
Dependability
Fast-paced environment adaptability
Communication
Basic computer skills
Multi-tasking
Administrative duties
Physical warehouse duties
Sourcing from distributors
Supplier relationship management
Cost savings
Competitive pricing
Order tracking
Delivery tracking
Warranty claims management
RGA claims management
Purchase order creation
Purchase order management
Stock level monitoring
Restocking
Physical inventory counts
Record reconciliation
Discrepancy investigation
Warehouse organization
Labeling
Cleaning
Stocking
FIFO practices
Forklift operation
Warehouse equipment operation
Loading
Unloading
Deliveries
Technician support
Equipment maintenance monitoring
Parts runs
Supplier pickups
Field deliveries
Safe transportation
Waste removal
Pressure washing
Landscaping
General upkeep
Dumpster management
Used equipment disposal
End-of-day procedures
Packing slip processing
Receipt processing
Workstation securing
Warehouse closing
Door securing
Light securing

Location

Vestal, NY (Binghamton Area)

Work Type

Full-time

Experience Level

Preferred experience in warehouse, purchasing, inventory, HVAC, plumbing, water treatment, or mechanical fields.

Salary/Compensations

$18.00 - $22.00 per hour

Benefits

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

About the Company

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!

Equal Opportunity

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.