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.