Help keep our warehouse, inventory, purchasing, and field teams organized.
Cascade Heating & Specialties is looking for a Warehouse Administrator & Inventory Coordinator to support daily warehouse operations, inventory accuracy, purchasing, job staging, material coordination, equipment tracking, and fleet support.
This is a hands-on administrative and coordination role with some physical warehouse work. The role is approximately 75% administrative/coordination and 25% warehouse/material handling. The right person will be organized, detail-oriented, dependable, comfortable using software systems, and willing to jump in physically when materials need to be received, moved, staged, loaded, or delivered.
Our field teams depend on accurate materials, timely ordering, clean inventory records, organized staging, and strong communication. This role helps make sure the right materials, tools, equipment, and information are available when the team needs them.
Why this role matters
In HVAC and mechanical work, field productivity depends on material readiness. When parts, equipment, tools, and job materials are ordered correctly, received accurately, entered into inventory, staged clearly, and delivered on time, our installers, service technicians, project managers, and customers all benefit.
The Warehouse Administrator & Inventory Coordinator helps create that reliability by supporting the warehouse manager, coordinating purchasing and inventory activity, maintaining ServiceTitan records, helping stage jobs, tracking tools and equipment, and supporting all departments across the company.
Why Cascade Heating & SpecialtiesCascade Heating & Specialties is a long-standing Central Oregon HVAC and mechanical contractor serving residential, commercial, service, engineering, and sheet metal customers
We are built around technical competence, customer trust, clear communication, and doing the right thing.
We value people who are dependable, practical, organized, and team-oriented. This is a good fit for someone who takes pride in accurate work, likes keeping systems organized, and understands that good warehouse support helps the whole company perform better.
What you will doWarehouse administration and coordination
You will support the Warehouse Manager with the daily coordination and administration needed to keep warehouse operations organized and efficient.
Responsibilities include:
- Maintain accurate warehouse and inventory records
- Support daily coordination of materials, equipment, tools, and job staging
- Communicate with field teams, project managers, service, residential, commercial, purchasing, and administrative staff
- Track material issues, shortages, discrepancies, and follow-up items
- Help maintain organized warehouse systems and documentation
- Support continuous improvement of warehouse processes and workflows
Purchasing and ordering
You will assist with purchasing and ordering materials needed to support jobs, service work, stock inventory, and company operations.
Responsibilities include:
- Place orders for approved materials, parts, tools, equipment, and stock items
- Coordinate with vendors regarding availability, pricing, order status, lead times, and delivery timing
- Help monitor inventory levels and identify reorder needs
- Communicate order issues, backorders, substitutions, and lead-time concerns
- Coordinate with internal teams to confirm material needs
- Support accurate purchasing documentation and system updates
You will help receive incoming shipments and confirm that materials are accurate, documented, and ready for use.
Responsibilities include:
- Verify incoming shipments for accuracy
- Confirm correct product, quantity, and condition
- Inspect materials for damage
- Report shortages, damage, or discrepancies
- Process receiving documentation
- Update ServiceTitan and related inventory records
- Communicate receiving issues to the appropriate team members
You will help maintain accurate inventory levels and support a reliable material control process.
Responsibilities include:
- Use ServiceTitan as the primary inventory system
- Complete inventory adjustments and transfers
- Report and help resolve inventory discrepancies
- Maintain accurate stock levels and storage locations
- Assist with cycle counts, inventory counts, and audits
- Identify low-stock items, misplaced materials, and recurring inventory issues
- Support improvements to warehouse organization and inventory accuracy
Job staging and material preparation
You will help prepare materials for upcoming jobs and ongoing projects so field teams have what they need before leaving the shop.
Responsibilities include:
- Stage materials for new jobs, service work, and active projects
- Prepare next-day job materials for installation and service teams
- Coordinate with departments to confirm material needs
- Help identify missing items before they create field delays
- Organize staged material so it is clear, complete, and ready for pickup or delivery
- Communicate shortages, substitutions, or issues early
Order fulfillment
You will help pull, verify, and fulfill material requests for internal teams.
Responsibilities include:
- Pull orders accurately and completely
- Verify orders before pickup or delivery
- Communicate shortages or material issues
- Help ensure the right materials go to the right job or department
- Support timely material availability for field teams
Tools and equipment support
You will help manage company tools and equipment so they are available, organized, tracked, and ready for use.
Responsibilities include:
- Assist with tool and equipment checkout/check-in
- Help track company equipment, tools, ladders, job boxes, and related assets
- Report missing, damaged, or unsafe tools and equipment
- Help coordinate repairs, replacement, or maintenance of tools and equipment
- Support organization of shared tools and equipment storage areas
Warehouse organization and material handling
You will help maintain a clean, organized, safe, and efficient warehouse.
Responsibilities include:
- Keep warehouse areas clean, organized, and usable
- Maintain clear storage locations
- Monitor stock areas and material flow
- Load, unload, and move materials as needed
- Operate a forklift safely after completing company-provided forklift certification
- Follow company safety procedures
- Help create a warehouse environment that supports efficient field operations
Deliveries and company vehicle use
You may occasionally operate company vehicles and assist with deliveries, vendor pickups, or jobsite material movement.
Responsibilities include:
- Assist with loading and unloading materials
- Make occasional deliveries to jobsites or pickups from vendors
- Ensure materials are delivered safely and on time
- Secure loads properly
- Communicate delivery issues, delays, or jobsite concerns
- Represent Cascade professionally while on jobsites, at vendors, or while driving company vehicles
Fleet support
Fleet support is a secondary part of this role. You will assist the Warehouse Manager and company leadership with fleet-related coordination and documentation.
Responsibilities may include:
- Support fleet documentation and tracking
- Assist with scheduling major vehicle repairs or service
- Assist with vehicle procurement and upfitting coordination
- Communicate vehicle or equipment issues to the appropriate team members
What success looks like
Success in this role means warehouse records are accurate, purchasing follow-up is timely, inventory discrepancies are identified and corrected, materials are staged on time, jobs are supported, tools and equipment are organized, and the warehouse team communicates clearly with the rest of the company.
A successful Warehouse Administrator & Inventory Coordinator is dependable, accurate, organized, safety-minded, and willing to help wherever needed.
Key performance areas
This role may be measured by:
- Inventory accuracy
- ServiceTitan data accuracy
- Timely purchasing and ordering support
- Receiving accuracy
- Responsiveness to material shortages or discrepancies
- Timeliness and accuracy of job staging
- Order fulfillment accuracy
- Warehouse organization
- Tool and equipment tracking
- Communication with field and office teams
- Delivery reliability when deliveries are assigned
- Safety and forklift operation practices after certification
- Support of warehouse process improvement
Who will succeed in this role
The right person will be someone who:
- Is organized and detail-oriented
- Takes pride in accurate records and clean follow-through
- Communicates clearly and proactively
- Can manage changing priorities
- Works well independently and as part of a team
- Is comfortable using software systems
- Is willing to perform hands-on warehouse work when needed
- Understands that field teams depend on material readiness
- Notices problems and communicates them early
- Follows safety procedures
- Is dependable, consistent, and team-first
Required qualifications
- Valid driver’s license and acceptable driving record
- Ability to pass a motor vehicle record check
- Ability to pass pre-employment drug screening
- Ability to work full-time, Monday–Friday, 7:30 AM–4:00 PM
- Availability for occasional overtime during busy periods
- Strong organization skills
- Strong attention to detail and accuracy
- Proficiency with Microsoft Excel
- Basic computer and email skills
- Ability to learn and use ServiceTitan for inventory and warehouse workflows
- Ability to complete company-provided forklift certification after hire
- Order fulfillment
You will help pull, verify, and fulfill material requests for internal teams.
Responsibilities include:
- Pull orders accurately and completely
- Verify orders before pickup or delivery
- Communicate shortages or material issues
- Help ensure the right materials go to the right job or department
- Support timely material availability for field teams
Tools and equipment support
You will help manage company tools and equipment so they are available, organized, tracked, and ready for use.
Responsibilities include:
- Assist with tool and equipment checkout/check-in
- Help track company equipment, tools, ladders, job boxes, and related assets
- Report missing, damaged, or unsafe tools and equipment
- Help coordinate repairs, replacement, or maintenance of tools and equipment
- Support organization of shared tools and equipment storage areas
Warehouse organization and material handling
You will help maintain a clean, organized, safe, and efficient warehouse.
Responsibilities include:
- Keep warehouse areas clean, organized, and usable
- Maintain clear storage locations
- Monitor stock areas and material flow
- Load, unload, and move materials as needed
- Operate a forklift safely after completing company-provided forklift certification
- Follow company safety procedures
- Help create a warehouse environment that supports efficient field operations
Deliveries and company vehicle use
You may occasionally operate company vehicles and assist with deliveries, vendor pickups, or jobsite material movement.
Responsibilities include:
- Assist with loading and unloading materials
- Make occasional deliveries to jobsites or pickups from vendors
- Ensure materials are delivered safely and on time
- Secure loads properly
- Communicate delivery issues, delays, or jobsite concerns
- Represent Cascade professionally while on jobsites, at vendors, or while driving company vehicles
Fleet support
Fleet support is a secondary part of this role. You will assist the Warehouse Manager and company leadership with fleet-related coordination and documentation.
Responsibilities may include:
- Support fleet documentation and tracking
- Assist with scheduling major vehicle repairs or service
- Assist with vehicle procurement and upfitting coordination
- Communicate vehicle or equipment issues to the appropriate team members
What success looks like
Success in this role means warehouse records are accurate, purchasing follow-up is timely, inventory discrepancies are identified and corrected, materials are staged on time, jobs are supported, tools and equipment are organized, and the warehouse team communicates clearly with the rest of the company.
A successful Warehouse Administrator & Inventory Coordinator is dependable, accurate, organized, safety-minded, and willing to help wherever needed.
Key performance areas
This role may be measured by:
- Inventory accuracy
- ServiceTitan data accuracy
- Timely purchasing and ordering support
- Receiving accuracy
- Responsiveness to material shortages or discrepancies
- Timeliness and accuracy of job staging
- Order fulfillment accuracy
- Warehouse organization
- Tool and equipment tracking
- Communication with field and office teams
- Delivery reliability when deliveries are assigned
- Safety and forklift operation practices after certification
- Support of warehouse process improvement
Who will succeed in this role
The right person will be someone who:
- Is organized and detail-oriented
- Takes pride in accurate records and clean follow-through
- Communicates clearly and proactively
- Can manage changing priorities
- Works well independently and as part of a team
- Is comfortable using software systems
- Is willing to perform hands-on warehouse work when needed
- Understands that field teams depend on material readiness
- Notices problems and communicates them early
- Follows safety procedures
- Is dependable, consistent, and team-first
Required qualifications
- Valid driver’s license and acceptable driving record
- Ability to pass a motor vehicle record check
- Ability to pass pre-employment drug screening
- Ability to work full-time, Monday–Friday, 7:30 AM–4:00 PM
- Availability for occasional overtime during busy periods
- Strong organization skills
- Strong attention to detail and accuracy
- Proficiency with Microsoft Excel
- Basic computer and email skills
- Ability to learn and use ServiceTitan for inventory and warehouse workflows
- Ability to complete company-provided forklift certification after hire
- Ability to communicate clearly with warehouse, field, office, vendor, and management teams
- Ability to work independently and as part of a team
- Ability to safely lift and move a 75-pound item
Preferred qualifications
- Prior warehouse, inventory, purchasing, shipping/receiving, or material coordination experience
- Experience with ServiceTitan or similar field service / inventory software
- Experience with Microsoft Outlook and Microsoft 365
- Forklift experience helpful, but not required
- Delivery driving experience
- HVAC, construction, plumbing, electrical, mechanical, or trade-related experience
- Familiarity with parts, tools, equipment, or construction materials
- Experience supporting fleet, tools, or equipment tracking
Physical requirements
This role includes both administrative work and physical warehouse/material handling work.
Requirements include:
- Ability to safely lift and move a 75-pound item
- Ability to load and unload materials as needed
- Frequent standing, walking, bending, reaching, and material handling
- Ability to operate a forklift safely after company-provided certification
- Ability to move safely through warehouse areas and active jobsites
- Ability to work around warehouse equipment, vehicles, tools, and construction materials
- Ability to sit, stand, and use a computer for administrative work
Work environment
This position works primarily in a warehouse and office-support environment, with occasional vendor pickups and jobsite deliveries. The role may involve exposure to warehouse equipment, vehicles, construction materials, weather during loading or deliveries, and normal warehouse noise levels.
Compensation and benefits
- Pay range: $23–$27 per hour, depending on experience
- Full-time hourly position
- Overtime may be available or required during busy periods
- Health insurance
- Dental insurance
- Vision insurance
- 401(k)
- Paid time off
- Paid holidays
- Professional development and training support
- Company-provided forklift certification
Schedule and location
This role is based at Cascade Heating & Specialties in Bend, Oregon.
Typical schedule: Monday–Friday, 7:30 AM–4:00 PM
Occasional overtime may be needed during busy periods.
About Cascade Heating & Specialties
Cascade Heating & Specialties is a Central Oregon HVAC and mechanical contractor serving commercial, residential, service, engineering, and sheet metal customers. We are built around technical competence, customer trust, clear communication, and long-term relationships.
Our values are:
- 100% Customer Satisfaction
- Do the Right Thing
- Team
- Comfort
- Excellence
- Consistency
We are looking for someone who can support those values by helping keep our warehouse organized, our inventory accurate, our purchasing coordinated, and our field teams ready to serve customers well.
Pay: $23.00 - $27.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
