Parts Planner

Position Overview

Ultimate Staffing Services is actively seeking a dedicated Parts Planner to join their client's team in California. This role is crucial in ensuring the seamless planning and replenishment of materials, as well as supporting supplier coordination and performance management. The Parts Planner will be responsible for maintaining effective communication between various stakeholders and will play a key role in optimizing processes and systems to support field operations.

Responsibilities

Material Planning & Replenishment

• Execute replenishment orders for field stocking locations (FSLs) and strategic stocking locations (SSLs) based on min/max levels, reorder points, and system-generated planning signals.
• Monitor inventory levels daily across the field parts network and initiate purchase orders to prevent stockouts on high-criticality parts.
• Maintain accurate item master data including lead times, MOQs, safety stock levels, and supplier information within the ERP/planning system.
• Reconcile open purchase orders, expedite past-due lines, and de-expedite excess orders to keep inventory aligned with demand.

SLA & Performance Support

• Track parts-related SLA metrics such as fill rate, order cycle time, and on-time delivery; escalate supplier performance issues as they arise.
• Follow up with suppliers on late or at-risk orders and communicate impacts to field service and planning stakeholders proactively.
• Support root cause analysis on parts-caused service delays by pulling order history, lead time data, and inventory records.
• Participate in supplier performance reviews by providing order data, delivery compliance records, and exception reporting.

Supplier Coordination

• Place and manage purchase orders with approved suppliers, ensuring adherence to contracted lead times, pricing, and emergency order terms.
• Maintain supplier contact information and escalation paths for 24/7 order desk access and after-hours emergency sourcing.
• Work with the sourcing team to flag single-source risks, chronic supply issues, or lead time changes that affect field service readiness.
• Process returns, replacements, and credits with suppliers for defective or incorrect parts received.

Communication & Coordination

• Serve as the central hub of communication between field teams, project managers, customers, and internal stakeholders.
• Provide timely status updates on work orders, dispatches, and service completions to relevant parties.
• Escalate critical issues, repeat SLA risks, or field team concerns to the appropriate leadership in a timely manner.
• Maintain clear and accurate dispatch logs, scheduling notes, and activity records in the scheduling or field service management system.

Process & System Management

• Maintain scheduling data integrity within project management and field service platforms (e.g., ServiceNow, SAP, Salesforce Field Service, or similar).
• Identify opportunities to streamline scheduling workflows, reduce manual effort, and improve dispatch turnaround times.
• Assist in the development and documentation of scheduling SOPs, dispatch protocols, and escalation procedures.

Qualifications

• Experience in a buying, purchasing, or material planning role supporting field service, aftermarket, or spare parts operations.
• Hands-on proficiency with ERP or planning systems (e.g., SAP, Oracle, ServiceMax, Baxter Planning) for PO creation, inventory management, and demand planning.
• Comfortable working in a fast-paced, SLA-driven environment with frequent urgent and unplanned demands.
• Familiarity with expedite management, freight escalation, and supplier follow-up processes.
• Strong attention to detail in managing open order reports, inventory records, and delivery confirmations.

Preferred:

• Experience with field service management platforms such as ServiceNow, SAP Field Service Management (FS

  All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.