Spare Parts Manager

To manage efficiently and effectively all operational and administrative activities in the department with a view to providing the highest level of service to both internal and external customers

Job Summary

To manage efficiently and effectively all operational and administrative activities in the department with a view to providing the highest level of service to both internal and external customers.

There are instances where the position holder may have to perform and or review related items on behalf of the Kew Place and Audi spare parts department. This is because the Company’s operational and administrative guidelines places these requirements at the San Fernando location. These set procedures also apply to the Stock Inventory team.

High levels of professionalism and Customer Relationship Management are required at all times. Strict adherence to operating and administrative guidelines including the Company’s Health, Safety, Security and Environment System (HSSE) is required. It is necessary that the position holder becomes familiar with the Company’s Dealer Management System/CDK.

Job Responsibilities:

• Work with the Spare Parts Manager at the Kew Place, Port of Spain location to ensure that both locations and functions are consistent with the overall goals and objectives of all locations housing Spare Parts and other items.
• Communicate on a daily basis with the Service Department in San Fernando and the Rentals Department at Victoria Village to determine and or confirm their Spare Parts requirements, always ensuring that all supporting documents are in place for the supply and or return of spare parts and other items.
• Manage the sales of spare parts to customers and the San Fernando location by tracking sales data, identify market trends to forecast future spare parts demand and adjust inventory level accordingly.
• Communicate daily with the Service Department personnel and ensure that all spare parts requested on job cards, are supplied on a timely basis. For any unavailable items, all efforts must be made to procure these spare parts with a sense of urgency.
• Hold regular meetings with your team to relay updates, motivate and lend assurance for overall support.
• Manage on a daily basis the work activities of employees ensuring that assigned duties and responsibilities are performed in keeping with Standard Operating Procedures (SOP).
• Develop and execute marketing strategies to promote spare parts sales at the San Fernando and Audi Richmond Street locations.
• Liaise with the Spare Parts Manager at Kew Place, Port of Spain location for the timely submission of Kia brand sea freight stock orders done twice monthly (8th and 20th of each month.)
• Liaise with the Spare Parts Manager at Kew Place, Port of Spain location for the timely submission of Special Order Requests (SORs) done twice weekly.
• Review and authorize all Special Order Requests (SOR) received for Isuzu, Mazda and Kia brands from both San Fernando and Kew Place spare parts department.
• Review and authorize all Kia brand sea freight stock orders for both San Fernando and Kew Place parts department. (2-orders for each location per month).
• Review and authorize Isuzu and Mazda sea freight stock orders monthly for San Fernando and Kew Place.
• Review and authorize all Audi spare parts orders monthly.
• Check on a daily basis, using CDK spare parts Inventory system for any loss of sales with the view to including the loss of sale items in the monthly stock orders.
• Manage the San Fernando Spare Parts Inventory ensuring it is well stocked, organized and at the same time minimizing obsolete Spare Parts items for all Brands at the respective location.
• Liaise with the Spare Parts Manager at Kew Place, Port of Spain and with other managers where spare parts and other items are stored for the planning and the coordination of inventory audits/counts. Findings are to be e- mailed to the Head of Operations- Aftersales/ Line Directors and signed by all stakeholders.
• Follow up with the relevant personnel on the status of back-order requests. Address and resolve any issues related to the spare parts availability, delivery, delays or customer complaints.
• Ensure that all replenishment spare parts orders received are supplied on a daily basis to the respective locations. Also, daily e-mails must be sent advising of all Items requested that are unavailable.
• Ensure all daily replenishment orders are sent to the respective locations before 2.30pm.
• Assist customers in identifying and understanding the correct spare parts for their vehicles, handle complaints professionally with a view of providing timely resolutions.
• Authorise all local purchases invoices to ensure cost saving measures without compromising on quality or service.
• Liaise with the designated position holder to ensure all transfer documents are immediately entered into CDK system and updated on a daily basis. Periodically audits CDK to ensure compliance of this process.
• Ensure that the spare parts warehouses in San Fernando, Audi Richmond Street and El Socorro are well maintained and all spare parts are properly labelled and stored in the correct locations. Also, all storage and handling procedures must comply with safety regulations and all Standard Operating Procedures (SOP).
• Develop training programs for staff to enhance product knowledge and customer service skills.
• Conduct performance assessment on employees in keeping with Company guidelines.
• Regularly review all agreed KPI performance and strive to achieve, propose mitigation action when necessary.
• Strict adherence to the Company’s Health Safety Security and Environment System (HSSE).
• Prepare various reports regularly on inventory status, sales performance, and other key metrics and submit to the Head of Operations/ Line Director.
• Hold regular Toolbox meetings with the team and submit tool box topics /discussions to the Health, Safety, security and Environment Department.
• Prepare roster for Saturday work.
• Authorize time sheets and leave application forms.
• Ensure compliance with all company policies.
• Maintain strong and professional relationships with all trading partners.
• Prepare San Fernando and Audi Richmond Spare Parts Department sales budget and monitor expenses.
• Manage contracts and agreements with existing vendors.
• Perform other duties associated with the position.

Job Requirements

• Minimum of ten (10) years’ experience in the automotive spare parts industry.
• Minimum of five (5) years managerial experience in the automotive spare parts industry is a definite asset.
• Extensive knowledge of genuine automotive and aftermarket spare parts is a definite asset.
• Bachelor’s degree in Management studies or similar qualification is a definite asset.
• Certificate in Supervisory Management from a recognized instution is a definite asset.
• Certificate in Inventory Management from a recognized instution is a definite asset.
• The ability to review and implement warehousing systems.

Job Competencies

TECHNICAL:

• MS Word, Excel and Outlook.
• CDK/Dealer Management System
• Project Management.
• Evaluating and comparative costing.
• Trouble-shooting.
• Health, Safety, Security and Environmental Awareness

NON-TECHNICAL:

• Customer Service.
• Quality Management.
• Time Management.
• Listening skills
• Team working skills.
• Supervisory Skills.
• Employee Relations.
• Sound appreciation for policy and procedure.

Job Ref: JC