Custom Air Products & Ser Parts Administrative Specialist in Houston, Texas

Parts Administrative Specialist

Custom Air Products & Services, Inc. is an aggressively growing company always looking for qualified individuals with a strong work ethic, a commitment to excellence and a desire to join a winning team. We have been proudly serving the Houston and surrounding areas, providing quality service and customized installation of commercial and industrial HVAC systems.

Job Description:

Required to manage the daily operations of the Parts Department which includes purchasing material and maintaining inventory levels. In addition, must work with staff, supply houses, and other Supervisors including Customer Service, Dispatcher and the Service Manager in performing day to day operations in a fast paced and busy atmosphere. Provides administrative support in all capacities needed. Performs a variety of research functions and uses computer programs to produce reports and spreadsheets.

Job Duties:

  • All parts transactions will be entered and tracked as orders in GP.

  • Information to include customer w/ship to, items ordered, sell pricing, tax or no tax, direct ship or pull from stock, determine and track customer requested date, freight terms and freight pricing as appropriate, etc.

  • Each order will have to be monitored, tracked and managed from entry to customer delivery.

  • Each order will need to be documented, i.e. proper proof of deliveries, pick tickets, etc.

  • Proactive customer contact and communication regarding order status, timing, etc. (this will function as an inside customer service).

  • Interface with CAPS credit regarding customer status.

  • Each order to be properly and timely invoiced and remitted to customer. This will require coordination with corporate and service billing personnel in regards to adhering to each customer’s unique billing protocols. Proper invoicing documentation will need to be obtained (proof of delivery, bill of lading, etc.)

  • Each order will require proper part handing and costing:

  • A determination will be made in regards to direct shipment or stock. This decision must be determined at the outset of order process.

  • Will need to be knowledgeable on the part numbers in system. Will also be helpful to understand stocking levels and appropriate part stocking.

  • Will be responsible for entering and tracking vendor purchase orders of parts.

  • For direct shipments, this will require coordination between the customer order and vendor purchase.

  • Will need to track the progress and timing of vender filling and shipping to our customer.

  • Will need to obtain proper vendor shipping notifications and determine appropriate shipping terms.

  • Accurate part ordering and knowledge of proper vendor pricing.

  • Issue purchase orders for parts that we stock in Houston.

  • Ensure material orders are fulfilled quickly and accurately

  • Monitor inventory levels

  • Reorder material for stock

  • Truck/Part workflow

  • Research parts requested

  • Manage RMA/Warranty part returns and associated credits/replacement parts

  • Enter Purchase Orders.

  • Track Purchase Orders.

  • Assist Fabrication Manager and Electrical Manager with materials acquisitions.

  • Copy all fabrication job books and distribute to appropriate personnel.

  • Backup for entering, reviewing and/or correcting fabrication division payroll.

  • Backup for entering MFS division payroll.

  • Additional clerical assistance for fabrication project managers.

  • Assist shop personnel with miscellaneous items not ordered.

  • Fabrication backlog updated.

  • Electrical Payroll.

  • Tracks/updates fabrication quote log.

  • Backup for answering the office phones for the receptionist.

Special Skills:

  • Well versed with the Dynamics SOP order and billing process.

  • Knowledgeable with Dynamics Inventory.

  • Well versed with the Dynamics purchase order system.

  • Highly motivated

  • Excellent verbal and written communications skills

  • Ability to multi-task and prioritize work

  • Attention to detail and accuracy

  • Sense of urgency


  • High School Diploma

Work Experience Required:

  • Computer proficiency with MS Word, Excel and Outlook

  • Great Plains experience is preferred, but not required

  • HVAC Industry experience is preferred, but not required


  • 401K & company match

  • Medical insurance

  • Dental insurance

  • Vision plan

  • Prescription plan

  • Life insurance and disability