HVAC Parts Specialist

Aqua Air Systems Ltd. | Edmonton, Alberta

Are you an organized, detail-oriented individual with strong customer service, communication and coordination skills? Aqua Air Systems Ltd. is looking for a dependable HVAC Parts Specialist to support our Parts Lead in managing customer requests, sourcing HVAC parts and equipment, preparing quotations and coordinating orders from initial inquiry through fulfillment.

In this role, you'll work closely with customers, manufacturers, suppliers, the warehouse and internal departments to ensure requests are handled accurately and efficiently. We're looking for someone who takes initiative, follows through on outstanding items, maintains accurate records and enjoys problem-solving in a fast-paced, team-oriented environment.

What You'll Do

Customer Service and Request Management

- Process customer requests for HVAC parts, new and replacement equipment, quotations and product information.
- Gather missing information and maintain accurate records of customer requests and their progress.
- Respond to customer inquiries professionally and promptly, primarily by email, with phone follow-up when necessary.
- Keep customers informed of order and quotation progress, follow up on outstanding requests and communicate urgent matters to the Parts Lead.
- Work with the Parts Lead and, as needed, the Engineering and Service departments to address customer requirements and resolve product-related questions.

Parts Sourcing and Quotations

- Research and identify required HVAC parts and equipment based on customer needs.
- Contact manufacturers and suppliers to obtain pricing, availability, product specifications and lead times.
- Prepare accurate customer quotations using the appropriate pricing, markup and freight in accordance with company procedures.




- Track outstanding quotations and follow up with customers and suppliers as required.

Order Processing and Fulfillment

- Process accepted quotations and customer orders, ensuring order details and documentation are accurate and complete.
- Coordinate with manufacturers, suppliers and the warehouse to arrange orders, monitor progress and resolve fulfillment issues.
- Prepare and coordinate product submittals, where applicable, and obtain customer or consultant approval before placing orders.
- Follow established procedures for invoicing, payment and order release.
- Communicate order status, delivery updates and relevant information to customers throughout the fulfillment process.

What You'll Bring

- General knowledge of HVAC parts and equipment, or the ability and willingness to develop product knowledge.
- Robust written communication and customer service skills, with the ability to communicate professionally with customers and suppliers.
- The ability to research products, obtain supplier information and prepare accurate quotations.
- Excellent attention to detail and a high level of accuracy when processing orders and maintaining records.
- Strong organizational and time-management skills, with the ability to manage multiple requests, prioritize tasks and follow up on outstanding items.
- A proactive, solutions-oriented approach to resolving customer inquiries and order-related issues.




- The ability to coordinate effectively with customers, manufacturers, suppliers, warehouse personnel and internal departments.
- The ability to work independently while contributing effectively as part of a team.

Education and Experience

- High school diploma or equivalent required.
- 3–5 years of experience in inside sales, parts sales, order processing or a similar customer-facing administrative role.
- Experience preparing quotations, sourcing products, coordinating with suppliers and processing orders is an asset.
- Experience in the HVAC, mechanical or industrial equipment industry is preferred.

Why Join Aqua Air Systems Ltd.?

- Join a collaborative, down-to-earth team that values teamwork, reliability and customer service.
- Be part of an Alberta company serving commercial, industrial and institutional customers.
- Develop your product knowledge and skills in HVAC parts, equipment sourcing, inside sales and order coordination.
- Work collaboratively with experienced team members across Parts, Engineering and Service.
- Contribute to a team where initiative, accuracy and follow-through make a difference.

Work Schedule

Monday to Friday

Work Location: In person, Edmonton, Alberta.

How to Apply

If you're organized, customer-focused and enjoy coordinating product inquiries, preparing quotations and ensuring orders move smoothly from request to fulfillment, we'd love to hear from you. Apply today to join the Aqua Air Systems Ltd. team!

Pay: $45,000.00-$75,000.00 per year

Benefits:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 HVAC Parts Specialist (Southeast Edmonton)
🏢 Aqua Air Systems
📍 Southeast Edmonton