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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