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Key Responsibilities and Required Skills for Warehouse Parts Specialist

💰 $38,000 - $58,000

LogisticsWarehouseInventoryParts Distribution

🎯 Role Definition

The Warehouse Parts Specialist manages the flow of replacement parts and components from receipt to shipment, ensuring accuracy, traceability and timely fulfillment. This role supports field service, production and sales by maintaining accurate inventory records, performing cycle counts, processing returns and warranty parts, and collaborating with procurement and logistics to avoid stockouts and reduce obsolescence. Key outcomes include high parts availability, low picking/shipping errors, improved inventory turns and compliance with safety and quality standards.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Material Handler
  • Parts Clerk / Parts Counter Associate
  • Inventory Technician or Stockroom Clerk

Advancement To:

  • Senior Parts Specialist / Lead Parts Coordinator
  • Parts Supervisor / Inventory Control Supervisor
  • Warehouse or Distribution Center Manager
  • Parts Manager / Aftermarket Parts Coordinator

Lateral Moves:

  • Logistics Coordinator
  • Procurement or Buyer (spare parts focus)
  • Customer Service Specialist (parts support)
  • Production Material Planner

Core Responsibilities

Primary Functions

  • Receive incoming parts shipments, verify accuracy of packing lists against purchase orders and receiving documentation, inspect items for damage, and process receipts in the warehouse management system (WMS) to update on-hand inventory.
  • Pick and pack parts for internal work orders, service technicians and external customer orders using FIFO/FEFO methods, RF scanning technology, and order accuracy checks to achieve target pick accuracy and on-time shipping metrics.
  • Execute daily cycle counts, bin-to-bin transfers and periodic physical inventories to maintain inventory integrity, reconcile discrepancies, research root causes and implement corrective actions to reduce shrinkage.
  • Maintain and manage parts locations, part numbering and bin labeling, including creation and upkeep of barcodes, location maps and slotting strategies to optimize pick paths and storage density.
  • Process returns, warranty parts, RMA and core returns, including inspection, quarantine, disposition decisions and timely updates to the ERP/WMS and accounting teams to ensure proper crediting and core charge tracking.
  • Generate, review and act on inventory reports, reorder suggestions and stock alerts from ERP/WMS systems to maintain target service levels while controlling carrying costs and avoiding obsolete inventory.
  • Collaborate with procurement and planning to place replenishment orders, review lead times, expedite critical parts and participate in supplier performance improvement efforts to sustain parts availability.
  • Prepare and package hazardous materials, oversized items and special shipments per DOT/IATA regulations and company shipping policies, ensuring shipping documentation and labeling compliance.
  • Coordinate with carriers and third-party logistics providers to schedule pickups, track shipments, resolve delivery exceptions and minimize lead-time variability for priority parts shipments.
  • Perform quality inspections for received and issued parts, document defects, communicate non-conformance to suppliers and internal stakeholders, and support warranty claim submissions when applicable.
  • Assemble kits and job packs for maintenance, field service and production using BOMs and work instructions, verify completeness and accuracy before issuing to technicians or staging for shipment.
  • Support vendor-managed inventory and Kanban programs by monitoring consumption patterns, adjusting par levels and placing replenishment requests to prevent stockouts at point-of-use locations.
  • Operate and maintain warehouse equipment safely (forklifts, pallet jacks, RF scanners), enforce PPE and lockout/tagout protocols, and conduct routine housekeeping to support a 5S/lean warehouse environment.
  • Use parts catalogs, OEM diagrams and technical bulletins to correctly identify part numbers, cross-references and supersessions, assisting service staff and customers with part selection and substitutions.
  • Execute outbound shipping processes including carrier selection, weight/dimension capture, freight cost optimization, and creation of BOLs/ship notices and EDI transmissions for high-volume customers.
  • Maintain up-to-date serial number, lot and traceability records for serialized parts and critical components to support warranty, recall and regulatory reporting requirements.
  • Investigate and resolve inventory discrepancies by performing physical audits, reviewing transaction histories, interviewing staff, and updating system records with clear documentation of findings.
  • Train and mentor junior warehouse staff on parts handling, picking accuracy, returns processing and system best practices to build a skilled, safety-focused team.
  • Support peak-season and emergency response activities by reprioritizing orders, expediting shipments, and coordinating with cross-functional teams to fulfill mission-critical parts requests.
  • Implement process improvements through root cause analysis and continuous improvement methods (5S, Kaizen) to reduce lead times, errors and handling costs.
  • Maintain parts pricing & margin information in coordination with Parts Management and Sales, flagging potential issues such as negative margins or obsolete slow-moving parts.
  • Ensure all safety, environmental and regulatory compliance requirements are met for parts storage, hazardous materials handling and waste disposal.

Secondary Functions

  • Assist in building and maintaining BOMs, parts kit lists and technical documentation to support production and service functions.
  • Provide customer-facing support for parts inquiries via phone and email, escalate complex issues and follow up to ensure timely resolution.
  • Support ad-hoc inventory analytics and reporting requests from operations and finance, supplying data extracts and explanations for variance investigations.
  • Participate in periodic supplier scorecard reviews and collaborate on corrective action plans for recurrent receiving or quality issues.
  • Contribute to the onboarding and cross-training of operations staff so that parts coverage is maintained during absences or surges.
  • Pilot test and provide feedback for new WMS/ERP features, mobile scanning devices and warehouse automation initiatives to improve workflow and data accuracy.

Required Skills & Competencies

Hard Skills (Technical)

  • Inventory management and control (cycle counts, physical inventory reconciliation, adjustments).
  • Warehouse Management Systems (WMS) and ERP experience (examples: SAP MM/WM, Oracle, NetSuite, Epicor).
  • RF scanning and barcode technology proficiency (handheld scanners, mobile computing).
  • Parts identification and catalog lookup (OEM catalogs, electronic parts catalogs, cross-reference tools).
  • Shipping & receiving operations, including BOLs, freight documentation, carrier coordination and EDI basics.
  • Forklift operation and OSHA-compliant warehouse equipment operation (certification preferred).
  • Returns, warranty and RMA processing, including core accounting and disposition workflows.
  • Kitting and BOM assembly for service/production jobs.
  • Hazardous materials handling and shipping regulations (DOT, IATA) and safe storage practices.
  • Serial/lot traceability and quality inspection techniques for serialized components.
  • Basic data analysis and reporting using Excel (VLOOKUP/PivotTables) and WMS reporting tools.
  • Knowledge of Lean/5S, Kanban and continuous improvement methodologies applied to warehouse operations.

Soft Skills

  • Strong attention to detail with a focus on part number accuracy and documentation.
  • Excellent communication skills for coordination with technicians, procurement, suppliers and carriers.
  • Problem-solving and investigative mindset to research inventory discrepancies and quality issues.
  • Time-management and prioritization to handle high-volume orders and expedite critical parts.
  • Customer-service orientation when supporting field service, internal stakeholders and external customers.
  • Team player and trainer — capable of mentoring junior staff and documenting standard work.
  • Adaptability to changing priorities during peak seasons or emergency part demands.
  • Commitment to safety culture and regulatory compliance in the warehouse environment.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED.

Preferred Education:

  • Associate degree in Supply Chain, Logistics, Business Administration or related technical field.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics and Distribution
  • Mechanical or Automotive Technology
  • Business Administration

Experience Requirements

Typical Experience Range: 1–5 years of hands-on warehouse or parts distribution experience.

Preferred: 3+ years specifically in parts management, inventory control or aftermarket parts operations; experience with WMS/ERP systems and RF scanning preferred. Prior experience in automotive, heavy equipment, manufacturing or MRO (maintenance, repair and operations) parts environments is highly valued.

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