HVAC Inventory Specialist

The Inventory Specialist is responsible for managing the full lifecycle of inventory across departments, ensuring timely availability and organization of HVAC materials and supplies. Reporting to the Director of Operations, this role supports Sales, Construction, Mechanical, and Service/Install teams to ensure operations run smoothly, efficiently, and on schedule. This position requires attention to detail, strong communication, and a commitment to organization—including adherence to the 5S methodology for workplace efficiency.

Key Responsibilities:

1.   Inventory Management & Organization:

• Maintain accurate inventory records for the warehouse.
• Perform routine physical counts and cycle audits to reconcile stock discrepancies.
• Receive, verify, and process incoming materials and supplies.
• Implement and maintain organization using the 5S methodology: Sort, Set in Order, Shine, Standardize, and Sustain.
• Label and store materials in clearly defined, designated areas for maximum efficiency.

2. Departmental Coordination:

• Sales Department:
• Ensure that ordered equipment and special items are received and logged.
• Promptly communicate availability of items back to Sales so installations can be scheduled.
• Ensure essential supplies and materials are ready for each install.
• Construction & Mechanical Department:
• Track daily material usage and report shortages or discrepancies.
• Collaborate with the Construction Manager to prepare and stage the correct supplies and equipment needed for each day’s scheduled work.
• Confirm specialty orders are available ahead of scheduled site work.
• Service & Install Department:
• Work closely with the Dispatch Manager to prepare job kits for upcoming installs.
• Organize and maintain truck stock inventory levels for service techs and installers.
• Support restocking routines, manage part returns, and prep materials for next-day calls.

3. Purchasing & Vendor Coordination:

• Generate purchase orders based on minimum stock levels, department requests, and upcoming jobs.
• Communicate with vendors to confirm pricing, delivery dates, and order status.
• Follow up on backorders and damaged or missing shipments.

4. Warehouse Oversight:

• Maintain a clean, safe, and organized warehouse environment aligned with OSHA and company safety standards.
• Conduct regular inspections to ensure cleanliness and storage protocols are followed.
• Coordinate logistics for off-site storage or job-specific material staging.

5. Reporting & Documentation:

• Prepare daily, weekly, and monthly inventory reports as needed.
• Track and report on key inventory metrics including turns, loss prevention, backorders, and stockouts.
• Document material requests and issuance logs to support job costing and accountability.

Qualifications:

·        Education: High school diploma or GED required; associate degree or trade school certificate preferred.

·        Experience: 2 years of inventory or warehouse management; HVAC or construction industry experience strongly preferred.

·        Technical Skills:

·        Proficiency with inventory software (ServiceTitan) and Microsoft Excel.

·        Ability to read and interpret packing slips, work orders, and job material lists.

·        Forklift certification a plus.

• Full-time position based at the warehouse yard, with some job-site delivery coordination.
• Must be able to lift 50 lbs. and operate warehouse equipment safely.
• Standard business hours with occasional overtime depending on seasonal demands or large project staging needs.