Job Description + KPI Sheet
Spares Planning & Coordination ExecutiveJob Description

Position Overview:

The Spares Planning & Coordination Executive is responsible for spares production planning, managing customer spares inquiries, maintaining dispatch coordination, and updating key business trackers. The role ensures effective coordination with Production, Purchase, and Stores teams to achieve timely spares availability and dispatch performance.

Key Responsibility Areas (KRAs)

1. Production Planning for Spares

- Review open sales orders and define dispatch timelines.
- Review order projections, check stock availability, and raise production orders for shortfall items.
- Review spares forecasts and generate production orders for replenishment.
- Conduct spares review meetings with Production, Purchase, and Stores to ensure TAT achievement.

2. Customer Spares Call Handling & Chat Bot Updates

- Attend all customer calls related to spares.
- Update call details promptly in the CRM system.
- Assign spares requirements to Spares Sales in CRM.
- Follow up for quotation status and update customers accordingly.

3. Internal Follow-Up on Spares Quotations

- Follow up with the spare’s quotation team for timely closures.
- Track pending quotations and ensure ageing is minimized.
- Respond promptly to all related emails and calls.

4. Daily Dispatch Coordination

- Share daily spares dispatch targets with Stores.
- Review dispatch status and identify delays.
- Ensure accountability for non-delivery cases.

5. Tracker Maintenance

- Update Orderbook Tracker daily.
- Maintain Combined Shortage Tracker and Cash Flow Tracker.
- Maintain Daily Revenue Tracker (monthly view).

6. Email Management

- Respond to customer and internal emails within defined timelines.




- Ensure zero pending critical emails.

7. Meetings & Data Preparation

- Participate in internal review and coordination meetings.
- Prepare required data, trackers, and reports for leadership review.
- Maintain accuracy and completeness of data submitted.

KRA

KPI

Target

Measurement Method

Production Planning (22%)

Accuracy of Spares Production Planning

≥ 95%

Planning accuracy report

Production Order Timeliness

100% same-day

Daily PO log

Spares Forecast Review Compliance

Weekly

Meeting minutes

Achievement of Spares Delivery TAT

≥ 90%

TAT report

Customer Spares Handling (22%)

Customer Call Response Rate

100%

Call log

Chat Bot Update Timeliness

Within 10 minutes

Chat Bot audit

Assignment of Spares Requirements

100% same-day

Chat Bot log

Customer Update Accuracy

≥ 95%

Audit & feedback

Internal Follow-Up (11%)

Closure of Spares Quotations

95% within TAT

Ageing report

Email/Call Response Time

≤ 6 hours

Audit

Daily Pendency Review

100%

Dashboard

Dispatch Coordination (11%)

Dispatch Target Communication

Before 11 AM

Stores log

Non-Delivery Cases

≤ 2%

Dispatch report

Delay Accountability Reporting

100%

Daily update

Tracker Maintenance (11%)

Orderbook Tracker Update

Daily before 6 PM

Tracker audit

Combined Shortage Tracker

Daily update

Shortage report

Cash Flow Tracker Accuracy

≥ 98%

Finance validation

Daily Revenue Tracker

100% accuracy

Finance audit

Email Management (11%)

Email Reply SLA

Within 24 hours

Timestamp audit

Zero Pending Critical Emails

100%

Daily review

Meetings & Data Prep (12%)

Meeting Participation

100%

Attendance

Data Prepared Before Meeting

100%

Manager review

Quality of Data

≥ 95% accuracy

Supervisor feedback

Pay: ₹200,000.00 - ₹350,000.00 per year

Work Location: In person

📌 Spares Coordinator ( Food and Manufacturing ) (Navi Mumbai)
🏢 Aastral Global
📍 Navi Mumbai