Part Sales and Warranty Coordinator

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.