Parts and Logistics Lead

HITEC Power Protection develops, manufactures and delivers turnkey power solutions to ensure uninterruptible, continuous and conditioned power supply to mission-critical processes. The core product of HITEC Power Protection is the dynamic UPS (Uninterruptible Power Supply) system using flywheel energy storage. This is a proven technology, based on more than 60 years of experience and supported by a global installed base of more than 2,000,000 kVA in high demanding industries. Besides the main engineering and assembly facility in Almelo, the Netherlands, HITEC is located in the United States of America, United Kingdom, Malaysia, Spain, Taiwan, China, and Russia. 

1. Your position within the company 

The Parts and Logistics Lead is a member of the Regional Service department and has primary responsibility for the parts, inventory, and logistics function supporting Service and Projects. The role works closely with Service Coordinators, Project Managers, Service Managers, technicians, vendors, and other internal stakeholders. You report to the Service Director Americas. 

2. Role Ownership 

The Parts and Logistics Lead has primary ownership and accountability for parts availability, inventory control, PM and overhaul readiness, shipment coordination and tracking, vendor performance, issue resolution, escalation management, and stakeholder communication through full closure. This role is expected to proactively manage outcomes, identify risks before they affect field execution or the customer, and take ownership rather than function as a support-only position. Escalating an issue does not transfer ownership of follow-up or closure. 

3. Job objective 

To ensure Service and Projects have the correct parts and materials available when required by proactively managing inventory, job readiness, shipping, vendor performance, communication, and issue resolution from request through final closure. 

3.1 Responsibilities, duties and authority 

a. Logistics & Operations 

• Organize courier shipments and freight forwarding. 

• Maintain accurate documentation for all logistical activities. 

• Work with Service Coordinators, Project Managers, and Service Managers to forecast upcoming demand and review material readiness sufficiently in advance of scheduled work. 

• Prepare, kit, verify, and stage required parts and materials for PMs, overhauls, outages, and projects in accordance with Service Orders and confirmed scope of work. 

• Develop and maintain standardized PM and overhaul kits and improve kit content based on field feedback and recurring requirements. 

• Validate parts requirements against Service Orders and known scope; identify shortages early and establish an action plan and ETA before they impact execution. 

• Coordinate customs brokers when required. 

• Prepare shipping documentation including commercial invoices, packing lists, and export documents. 

• Coordinate domestic and international shipments including air, ground, freight, and oversized shipments. 

• Manage urgent same-day / next-flight-out shipments for critical outages. 

• Own the ITT process and replenish used stock within agreed time frames. 

• Photograph outbound shipments prior to dispatch to document contents, packaging condition, and shipment condition. 

• Maintain shipment tracking logs including carrier, tracking information, ETA, delivery status, and delivery confirmation. 

• Confirm delivery and promptly address shipment exceptions, shortages, damage, or discrepancies. 

• Proactively communicate shipment delays, parts shortages, revised ETAs, and recovery plans to affected stakeholders. 

b. Stock & Inventory Management 

• Monitor stock levels and replenish spare parts and consumables. 

• Perform regular stocktakes and maintain stock kit notes. 

• Book incoming and outgoing goods and ensure accurate administrative processing. 

• Own audits of Regional-wide stock locations. 

• Own IC/KEM and ETM turning logs. 

• Establish and manage inventory control processes. 

• Monitor min/max levels and initiate replenishment. 

• Establish and maintain appropriate low-stock alerts and replenishment triggers for critical parts and consumables. 

• Maintain inventory accuracy and investigate discrepancies, recurring shortages, and transaction errors. 

• Maintain organized, identifiable, and controlled stock locations so parts can be located and issued efficiently. 

• Escalate forecast risks or material constraints early to the Service Director and Project stakeholders. 

• Manage inbound and outbound parts transactions in ERP. 

• Manage FVP in the system and maintain accurate inventory records. 

c. Procurement Support 

• Support purchase order preparation, vendor coordination, and order tracking in accordance with HITEC approval and segregation-of-duties (SOD) requirements. The same individual shall not both create/approve a PO and independently receive/book the same transaction where prohibited by company controls. 

• Communicate with vendors and subcontractors to obtain acknowledgments, confirm delivery dates, track deliveries, and resolve issues. 

• Track and expedite shipments and proactively communicate delays to Service and Project teams. 

• Provide financial records related to POs and support cash-flow updates as required. 

d. Vendor Performance Management 

• Develop and maintain vendor and logistics-provider scorecards measuring on-time delivery, responsiveness, accuracy, quality/condition, cost performance, and recurring issues. 

• Review vendor performance trends, document recurring failures, and drive corrective actions with vendors and logistics providers. 

• Identify underperforming vendors and recommend corrective action, escalation, or alternative vendors when appropriate. 

• Maintain strong vendor relationships while holding suppliers and carriers accountable for commitments and service levels. 

e. Internal & External Communication 

• Serve as a contact point for suppliers, freight forwarders and other logistics partners, service engineers, Service Coordinators, Project Managers, and Service Managers. 

• Provide timely updates on orders, stock status, logistics planning, shortages, and risks to affected stakeholders. 

• Ensure all parts and logistics requests are acknowledged, assigned, tracked, and closed. 

• Clearly communicate receipt, action plan, owner, ETA, changes, and final closure. 

• Maintain a visible internal tracking and checks-and-balances system so requests, commitments, ETAs, and open actions are not lost in email or Teams. 

3.2 Communication 

• The main external communication points are subcontractors, vendors, shipping companies, and HITEC offices including Taiwan and The Netherlands. 

• Internally, the primary communication points include Service Coordinators, Planners, Project Managers, East and West Coast Service Managers, technicians, and the Service Director Americas. 

• Provide proactive, clear, and timely communication regarding parts status, shortages, shipment status, delays, revised ETAs, recovery plans, and escalations. 

• For urgent, critical, or time-sensitive issues, direct communication by phone or in person is required when confirmation or immediate action is needed; email or Teams alone is not considered sufficient communication. 

• Communication is expected to be proactive rather than reactive. The Lead is responsible for confirming that critical information has been received and understood by the appropriate stakeholders. 

• Provide regular follow-up and status updates on late parts, backorders, vendor issues, and shipment exceptions until resolved. 

• Own parts and logistics issues through resolution, including follow-up, escalation, stakeholder communication, recovery actions, and final closure. 

3.3 Service Department Core Expectations 

• Demonstrate ownership, accountability, integrity, reliability, urgency, customer focus, teamwork, and continuous improvement. 

• Take responsibility for issues through resolution, honor commitments, communicate risks early, and actively contribute to the success of the Service organization. 

• Maintain a team-first mentality. A “that’s not my job” approach is inconsistent with the expectations of the Service Department. 

• Take pride in the parts and logistics function and be dependable enough that responsibilities do not require repeated management follow-up. 

• When a problem occurs, investigate the issue, identify options, take appropriate action, and escalate with a recommended path forward when additional authority is required. 

• Understand that parts and logistics directly affect field execution and the customer; act with appropriate urgency when Service or Project commitments are at risk. 

3.4 Company rules and rules of conduct 

• HITEC has company rules, a Code of Conduct, guidelines, safety requirements, and work procedures to be followed by its employees. 

4.1 Education 

• A bachelor's degree is not required. 

• Relevant logistics, supply chain, inventory, warehouse, technical, or business education/training is desirable. 

• Equivalent relevant work experience is accepted in place of formal degree requirements. 

4.2 Experience 

• Minimum of 5 years of relevant experience in parts, logistics, inventory management, shipping, supply chain, warehouse operations, service operations, or a comparable operational role. Experience supporting field service or mission-critical operations is strongly preferred. 

4.3 Professional Competencies 

• Strong logistics and operational inventory management skills. 

• Knowledge of Microsoft Office and ERP software packages. 

• Knowledge of logistics, shipping terms and conditions. 

• Organized, accurate, and process-focused. 

• Ability to work independently and manage multiple tasks. 

• Demonstrated experience with inventory controls, min/max planning, replenishment, and parts readiness. 

• Ability to prioritize competing requirements and operate effectively during urgent outages and time-sensitive events. 

• Ability to analyze vendor and logistics performance and use data to drive improvement. 

• Strong follow-through and organizational discipline with the ability to maintain accurate records and visible open-action tracking. 

4.4 Behavioural Competencies 

• Strong, proactive communication skills with the ability to communicate clearly across Service, Projects, vendors, field personnel, and management. 

• Demonstrates a strong ownership mindset and self-starting approach; proactively solves problems, follows through on commitments, and does not deflect responsibility. 

• High level of ownership, accountability, reliability, and commitment to the Service team and the responsibilities of the position. 

• Proactive problem-solving to support field execution and customer satisfaction. 

• Precision and attention to detail. 

• Customer-oriented approach and appropriate sense of urgency. 

• Team-oriented working style with a willingness to support Service and Project priorities and assist teammates when reasonably necessary to accomplish the mission and support the customer. 

• Professional, dependable, and consistent in follow-through and communication.