JOB DESCRIPTION
JOB DESCRIPTION
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3. Job Title: Parts Manager
1. Reporting to (Line Manager): Retailer Principal
Responsible for (Reporting staff):
Job Holder:
In the event of annual leave, illness or any other absence from the company, the nominated deputies for this position are the ____________ or ______________
Main Purpose of Job:
• To ensure the highest degree of customer satisfaction at all times.
• To maintain the agreed profit margins in line with budget.
• To maintain a satisfactory parts service to other dealership departments.
• To actively promote the department in order to maximise parts and accessory sales to workshop, sales department, trade and retail customers.
• To receive, identify and check in stock from suppliers.
• To correctly locate items in stores.
• To ensure accurate identification of customers' needs by means of parts catalogues and computer stock lists.
• To conduct all transactions with customers with the utmost courtesy.
• Implementation of discount structure as applicable.
RELATIONSHIPS AND PERSONAL ACTIVITIES
• Directly responsible to Retailer Principal / Aftersales Manager.
• Relationships with Dealership Accountant, manufacturers' representatives, trade customers, distributors, suppliers and specialist suppliers and retail traders.
OBJECTIVES AND KEY TASKS
Improved profitability:
• To ensure appropriate action is devoted to maximising parts and accessory sales in line with budget.
• To monitor stock width and depth on an ongoing basis in order to maximise stock turn and increase profitability.
• Conduct stock check on a bi-annual basis.
• To ensure stock is kept secure and in first class condition.
• To ensure that discounts given are in accordance with dealership policy.
• To ensure stock levels are in accordance with budget.
• Regularly review ageing stock and implement relevant actions to minimise stock write off.
• Promote accessories and merchandise within designated display areas and maintain such areas accordingly.
• Maximise parts and accessory availability through pre-ordering and pre-picking.
Customer satisfaction:
• To ensure all orders are completed as soon as possible.
• To deal with all queries within two hours.
• To ensure absolute clarity in all customer communications by obtaining all relevant information.
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• To implement and maintain a robust system of customer complaint handling and reporting and ensure corrective actions are implemented to prevent reoccurrence.
Cost control:
• To control all budgetary spending and to ensure it remains within target.
• To discuss significant variations in budget with Aftersales Manager on a weekly basis.
• To monitor all overheads and stock values and to report to Aftersales Manager any items which exceed budget.
• To report monthly to Dealership Accountant on creditor situation highlighting any variation from policy.
• To guard against any unauthorised withdrawals from stock.
• To maintain stock control system.
LIMITS OF AUTHORITY
Expenditure:
• To purchase parts within agreed budget figures.
• To agree discounts within dealership policy.
Use of resources:
Personnel:
• To co-operate with all staff in all departments and assist in training new staff.
Operational:
• Complete authority to purchase and adjust stock levels within overall budget, taking account of sales and/or service departments' requirements.
MAIN JOB FUNCTIONS
Training:
• To maintain all training standards and to attend all recommended manufacturer training courses.
• To keep all staff updated on changes in existing models and on all newly introduced models, exchange units and accessories.
Administration:
• To ensure that all transactions are correctly recorded and, when necessary, information passed to other departments.
• To ensure that stock levels are promptly and accurately updated.
• To monitor customer credit facilities constantly and ensure due payment. Details of customers reaching credit limit should be notified to Retailer Principal.
• To maintain an effective 'lost sales' record system and take remedial action as necessary.
• To ensure products that are time sensitive are controlled and actioned appropriately.
• To ensure all parts and accessories are stored within manufacturers guidelines.
• To keep all parts catalogues, manufacturer lists etc correctly updated and tidy.
Communications:
• To maintain effective liaison with all other managers.
• To maintain direct liaison with manufacturers, suppliers and major customers.
• To ensure clarity of communication throughout department, especially with customers.
• To ensure that all weekly/monthly returns are made promptly and accurately.
Marketing:
• To plan, initiate and promote parts and accessory sales events.
• To co-operate with other departments in their campaigns.
• To make a contribution to the dealership's annual marketing plan.
Finance:
• To operate within purchasing budget.
• To report any suppliers' major price changes to Aftersales Manager and Retailer Principal.
• To ensure department operates within overall departmental budget.
• To ensure security of all cash and cheques received.
EXPERIENCE, QUALIFICATIONS AND TRAINING:
• To have successfully operated a parts department with a similar inventory value.
• To have five years parts experience working in a similar position.
• To be customer care focused.
• To be able to work on own initiative and to meet company deadlines.
MAJOR RESPONSIBILITIES FOR RESULTS
Sales volume:
• Parts & accessories turnover to achieve budget for period.
• To endeavour to achieve manufacturer parts and accessory purchase agreement.
Profit:
• Average parts margins, stock value, suppliers invoice value and parts stock turn to achieve budgets for period.
• All lost sales recorded.
Cost control:
• Urgent order surcharges not to exceed agreed limits.
• Parts obsolescence to represent no more than agreed % of total stock value
• Debtor days (trade parts) not to exceed 60 days.
Resources:
Marketing expenditure to match budget.
Signatures:
I have received a copy of this Job Description for Parts Manager, read it, understood it and agree to it.
Name: __________________ Date: ___________ Signed:______________
Manager:__________________ Date: ____________ Signed:______________
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