About Smith Mechanical
Smith Mechanical Services is a growing commercial HVAC/R and mechanical contractor headquartered in Natick, MA, serving clients across Massachusetts, New Hampshire, Maine, and Rhode Island. We service and maintain rooftop units, commercial refrigeration, kitchen equipment, and building mechanical systems for restaurant groups, retail, and commercial facility clients — and we are building the back-of-house operation to match the quality of our field team.
The Role
The Procurement Coordinator owns the entire lifecycle of parts moving through our service operation — from the moment a technician diagnoses a failure to the moment the repair is complete and every dollar is recovered. You are the reason our technicians stay on the wrench instead of standing at supply house counters, the reason return visits are scheduled once and completed once, and the reason warranty dollars come back to the company instead of expiring in a truck bed.
This is a procurement and logistics role, not a technician role. It sits at the center of the service operation and works daily with technicians, dispatch, vendors, and the Director of Operations.
What You'll Do
- Source parts against technician diagnoses (model, serial, part number, photos) across our distributor and OEM network, balancing price, availability, and speed.
- Issue purchase orders with hard job-number discipline — every part ordered is tied to a work order before it is ordered, no exceptions.
- Manage all returns, cores, and credits with vendors, and keep an accurate log until every credit lands.
- Own warranty parts recovery end-to-end: tag warranty-eligible parts at diagnosis, file OEM claims, track failed parts through return, and report recovered dollars monthly.
- Receive, stage, and kit inbound parts — tag each arrival to its job so dispatch can schedule the return visit the moment the part is on the shelf.
- Run truck stock replenishment on a weekly min/max cadence against standardized stock lists, and support quarterly cycle counts.
- Maintain vendor pricing files and flag pricing discrepancies against negotiated agreements.
- Keep parts status current in BuildOps so dispatch and management always know where every open order stands.
What You'll Be Measured On
- Parts-hold cycle time — days from diagnosis to completed return visit.
- First-time fix rate — driven by truck stock fill rate and staging accuracy.
- Warranty recovery dollars — claimed, approved, and credited.
- Truck stock fill rate against standardized lists.
What We're Looking For
- 3+ years in HVAC/R parts — supply house counter or inside sales experience (Johnstone, United Refrigeration, RE Michel, or similar) strongly preferred, or parts/purchasing experience inside a mechanical contractor.
- Fluency in commercial HVAC/R components: compressors, motors, boards, contactors, refrigeration controls, and the OEM landscape (Carrier, Trane, Lennox, Copeland, Hoshizaki, True, and others).
- Strong organizational discipline — you close loops, keep logs, and nothing falls through.
- Comfort working in field service management software (BuildOps or comparable platforms such as ServiceTitan or ServiceChannel).
- A negotiator's instinct on pricing and availability, and good working relationships on the distributor side.
- Ability to lift 50 lbs and manage a physical staging area.
What We Offer
- Competitive salary commensurate with experience.
- Health benefits and paid time off.
- A ground-floor seat in a growing multi-state operation — this role is the foundation of a purchasing function we intend to scale.
- Direct access to leadership and real ownership of your numbers.
How to Apply
Send your resume and a short note on your parts or supply house background to [hiring email] with the subject line “Procurement Coordinator.”
Smith Mechanical Services, LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
Pay: $60,000.00 - $80,000.00 per year
Work Location: In person
