HVAC/R Materials and Fleet Inventory Coordinator

Company Introduction
Ref Experts and HVAC LLC is a family-owned business dedicated to revolutionizing the commercial refrigeration and HVAC industry. With a focus on transparency, innovation, and trust, we strive to exceed our customers expectations by building long-term partnerships rooted in integrity and excellence.

We are seeking a highly organized and detail-oriented HVAC Materials & Fleet Inventory Coordinator to support our growing operations team. This position plays a critical role in ensuring technicians have the materials, tools, and properly stocked vehicles necessary to complete service calls and installations efficiently while supporting inventory accuracy, purchasing operations, and fleet coordination.

Position Summary
The HVAC Materials & Fleet Inventory Coordinator is responsible for managing the purchasing, tracking, storage, and distribution of HVAC and commercial refrigeration materials, parts, tools, and equipment while overseeing company vehicle inventory and fleet coordination. This role ensures field technicians have the necessary materials, properly stocked service vehicles, and operational support needed to complete service calls and installations efficiently while minimizing downtime and inventory shortages.

The ideal candidate is highly organized, detail-oriented, experienced in inventory control and purchasing, and proficient in ERP systems and Excel reporting.

Key Responsibilities
Inventory Control
Maintain accurate inventory levels through cycle counts, audits, and system transactions.
Investigate and reconcile inventory discrepancies within the ERP system
Track inventory usage, shortages, overstock, and replenishment needs
Maintain accurate inventory records across warehouse and fleet inventory
Ensure materials, tools, and equipment are properly organized and labeled

Purchasing and Materials Management
Purchase HVAC and commercial refrigeration parts, tools, materials, and equipment
Coordinate with vendors regarding pricing, orders, deliveries, shortages, and returns
Monitor purchase orders and ensure timely delivery of materials
Support inventory cost control and purchasing efficiency initiatives

Fleet and Vehicle Inventory Management
Manage inventory assigned to technician vans and service trucks
Ensure service vehicles remain clean, organized, safe, and properly stocked
Track tools, equipment, and vehicle inventory assignments

Warehouse and Logistics Operations
Support warehouse organization and efficient material handling operations
Receive, stock, transfer, and distribute inventory to support field operations
Stage materials for service calls, installations, and project work
Collaborate with technicians and operations teams to ensure inventory availability

Reporting and ERP Management
Create and maintain inventory, purchasing, and fleet reports using Excel formulas, pivot tables, and reporting tools
Utilize ERP systems to process inventory transactions, transfers, and adjustments
Analyze inventory trends and provide operational reporting to management
Report stock issues, damaged materials, and inventory concerns promptly

Safety and Operational Support
Assist with return-to-stock (RTS) procedures and inventory recovery processes
Support procedures to prevent inventory loss and improve operational efficiency
Operate warehouse equipment such as forklifts or pallet jacks when required
Perform additional inventory, warehouse, and operational duties as assigned

Qualifications
2+ year of experience in inventory control, purchasing, warehouse operations or supply chain coordination
Experience in HVAC, commercial refrigeration, construction, or service industries preferred
Strong Microsoft Excel skills required, including formulas, pivot tables, filtering, and reporting
Experience with ERP or inventory management systems preferred
Strong organizational, communication, and problem-solving skills
High attention to detail and inventory accuracy
Ability to work in a fast-paced operational environment
Forklift or warehouse equipment experience preferred
Valid drivers license preferred

Preferred Skills
Knowledge of HVAC and commercial refrigeration parts and materials
Understanding of supply chain management and inventory control processes
Fleet coordination and technician inventory management experience
Ability to analyze inventory trends and identify process improvements
Strong time management and multitasking abilities

Work Environment
Office and warehouse environment with regular interaction with field personnel and very fast-paced construction and service operations environment
Occasional visits to job sites, warehouses, or fabrication facilities may be required

Benefits
Competitive Pay
Paid Time Off (PTO)
Medical, Dental, and Vision Insurance
401(k) Retirement Plan with Company Match
Career Growth Opportunities
Supportive Team Environment