Supply Chain Specialist – Service & Warranty

This is a fully remote position, open to applicants in Virginia.

📋 Description

• Acquire replacement parts, repair materials, tools, and supplies for field service, warranty claims, internal repairs, and customer support.

• Transform approved service requests and purchase requisitions into precise purchase orders.

• Prioritize purchasing activities based on customer impact, equipment downtime, technician schedules, service urgency, and repair turnaround times.

• Analyze specifications, manufacturer part numbers, drawings, bills of materials, and purchasing history to determine the correct components.

• Monitor purchase orders, supplier confirmations, committed shipping dates, anticipated receipt dates, and delivery details.

• Expedite critical and overdue materials to minimize customer and equipment downtime.

• Collaborate with suppliers, distributors, manufacturers, freight companies, and shipping partners to speed up deliveries.

• Identify delays and escalate critical risks as necessary.

• Assess expedited transportation options, including next-day shipping, air freight, courier services, and other premium methods.

• Maintain visibility of requirements from the placement of purchase orders through to delivery to technicians, repair facilities, or customers.

• Identify alternative or secondary suppliers and facilitate the approval of substitute components.

• Develop strategies for secondary sourcing of critical service parts.

• Request and evaluate supplier quotations.

• Negotiate pricing, delivery commitments, minimum-order quantities, rush fees, and expedited shipping terms.

• Act as the main Supply Chain liaison for Service and Warranty material needs.

• Provide updates on part availability, arrival dates, delays, risks, and recovery actions.

• Maintain a prioritized list of open service and warranty requirements.

• Escalate significant shortages and supplier limitations.

• Collaborate with Service, Warranty, Engineering, Quality, Operations, Warehouse, Inventory, and Finance teams.

• Foster relationships with OEMs, distributors, repair facilities, and specialty suppliers.

• Identify recurring shortages and recommend strategies for stocking, sourcing, and suppliers.

• Pinpoint cost-reduction opportunities through alternate sourcing, volume agreements, stocking arrangements, supplier negotiations, and repair-versus-replace strategies.

• Address issues related to damaged materials, incorrect parts, shortages, missing shipments, pricing discrepancies, invoice problems, and documentation errors.

• Manage returns, repairs, replacements, RMAs, and supplier warranty claims.

• Organize direct-to-customer, direct-to-technician, and expedited shipping arrangements.

• Maintain purchasing and material information within ERP/MRP and inventory management systems.

• Monitor open, overdue, and unacknowledged purchase orders.

• Analyze usage, failure trends, historical demand, and lead times to suggest stocking and safety-stock levels.

• Assist in establishing critical spare parts lists and replenishment strategies.

• Support cycle counting and inventory accuracy initiatives.

• Identify excess, obsolete, or superseded inventory and aid in disposition efforts.

• Participate in Service and Warranty meetings, providing updates on material status, risks, and recovery actions.

• Perform other assigned duties.

⛳️ Requirements

• High school diploma or equivalent.

• Three or more years of experience in purchasing, procurement, supply chain, or expediting.

• Proven experience in managing urgent material needs and supplier expedites.

• Experience working closely with suppliers, distributors, freight providers, and internal operational teams.

• Proficiency in ERP/MRP and inventory management systems.

• Strong skills in Microsoft Excel, including filtering, sorting, VLOOKUP/XLOOKUP, pivot tables, and data tracking.

• Ability to analyze open-order reports, inventory data, supplier commitments, and material requirements.

• Capability to research manufacturer part numbers, specifications, alternative components, and supplier availability.

• Strong supplier management and negotiation skills.

• Excellent written and verbal communication abilities.

• Strong organizational skills with a keen attention to detail.

• Ability to handle multiple urgent priorities in a fast-paced environment.

• Ability to work effectively across Service, Supply Chain, Engineering, Quality, Operations, Warehouse, Finance, and external suppliers.

• Ability to collaborate with domestic and international suppliers across various time zones.

• Flexibility to support urgent service needs beyond standard business hours as required.

• Willingness to travel occasionally for supplier visits, service operations, company meetings, or other business needs.

• Sound judgment in balancing customer downtime, material availability, premium freight, and total costs.

• Preferred: Associate’s or Bachelor’s degree in Supply Chain Management, Business, Operations, or a related field.

• Preferred: Experience in purchasing or supply chain roles within manufacturing, electrical equipment, heavy equipment, automotive, industrial, repair, or field-service operations.

• Preferred: Experience sourcing replacement, repair, or aftermarket components.

• Preferred: Experience using NetSuite.

• Preferred: Familiarity with procurement, supplier management, and material planning tools.

• Applicants must be authorized to work in the U.S. without the need for sponsorship now or in the future.

🏝️ Benefits

• Discretionary bonus or incentive compensation.

• Employer-sponsored medical coverage.

• Employer-sponsored dental coverage.

• Employer-sponsored vision coverage.

• 401(k) plan with company matching.

• Clear opportunities for professional growth and development.

• Competitive salary.

• Remote work option based on candidate location and business requirements.