(JD)

SPARE PARTS IN-CHARGE – AUTOMOBILE DEALERSHIP

Department: Spare Parts / Parts Department

Designation: Spare Parts In-Charge

Reporting To: Parts Manager / Service Manager / General Manager

Industry: Authorized Four-Wheeler Automobile Dealership

Location: [Dealership Location]

1. JOB PURPOSE To manage the day-to-day operations of the spare parts department, ensuring adequate availability of genuine spare parts, effective inventory control, timely issuance of parts to the workshop, achievement of parts sales targets, and maintenance of stock accuracy in accordance with OEM and dealership standards.

2. KEY RESPONSIBILITIES

A. Spare Parts Inventory Management

- Maintain optimum stock levels of genuine spare parts, lubricants, accessories, and consumables.
- Monitor fast-moving, slow-moving, non-moving, and critical spare parts.
- Prepare regular stock replenishment orders based on consumption and demand.
- Monitor minimum and maximum stock levels to avoid stock-outs and excess inventory.
- Ensure proper storage, identification, binning, and labelling of all spare parts.
- Monitor ageing stock and take corrective action to reduce dead stock.
- Maintain stock accuracy between physical inventory and the Dealer Management System (DMS).

B. Parts Procurement and Ordering

- Prepare and place spare parts orders through the OEM or authorized supply channel.
- Monitor order status, back orders, pending supplies, and emergency requirements.
- Coordinate with the OEM parts department and suppliers for timely delivery.
- Follow dealership procedures for regular, emergency, and special orders.
- Ensure correct part numbers and quantities are ordered.
- Follow up on shortages, damaged parts, incorrect supplies, and pending orders.

C. Workshop Parts Support

- Ensure timely issuance of spare parts against authorized workshop job cards.
- Coordinate with service advisors, floor supervisors, technicians, and the body shop team.
- Prioritize parts requirements for vehicles under repair and committed delivery schedules.
- Monitor vehicles delayed due to parts shortages and expedite critical requirements.
- Ensure correct parts identification using OEM catalogues and part numbers.
- Maintain proper records of parts issued, returned, and transferred.

D. Parts Sales and Business Development

- Achieve monthly spare parts sales and gross profit targets assigned by management.
- Support retail counter sales, workshop sales, body shop requirements, and approved wholesale sales.
- Identify opportunities to increase genuine parts and accessories sales.
- Monitor sales performance and customer demand.




- Coordinate with service and sales departments to improve parts business.
- Ensure accurate pricing and compliance with authorized discount policies.

E. Stock Control and Audit

- Conduct periodic cycle counts and scheduled physical stock verification.
- Investigate stock discrepancies and report shortages or excess stock.
- Ensure proper documentation for stock adjustments, returns, transfers, and damaged parts.
- Monitor obsolete, slow-moving, and non-moving inventory.
- Maintain stock records and support internal and OEM audits.
- Ensure no unauthorized stock issue or movement takes place.

F. Returns, Warranty and Claims

- Process eligible parts returns and warranty-related parts documentation as per OEM policy.
- Coordinate with the warranty department and OEM for defective or incorrectly supplied parts.
- Ensure proper storage and identification of parts awaiting return or inspection.
- Monitor pending return credits and claim settlements.
- Maintain documentation for rejected, damaged, and warranty parts.

G. Team Management

- Supervise parts storekeepers, counter sales staff, and other parts department personnel.
- Allocate duties and monitor staff productivity and attendance.
- Train staff on parts identification, inventory systems, storage practices, and safety.
- Maintain discipline, cleanliness, and proper housekeeping in the parts warehouse.

H. Systems and Reporting

- Ensure timely and accurate transactions in the DMS or inventory management system.
- Prepare daily, weekly, and monthly parts sales and inventory reports.
- Monitor stock value, stock ageing, fill rate, order fulfilment, and pending orders.
- Submit reports on stock discrepancies, non-moving parts, and urgent requirements.
- Maintain records for all receipts, issues, returns, and stock transfers.

3. KEY PERFORMANCE INDICATORS (KPIs)

KPI

Measurement

Parts sales

Achievement against monthly sales target

Parts gross profit

Achievement against gross profit target

Stock accuracy

Physical stock vs. system stock

Parts availability

Availability of required parts for workshop jobs

Order fulfilment

Timely fulfilment of parts requirements

Inventory turnover

Movement of inventory relative to stock value

Stock ageing





Control of slow-moving and obsolete stock

Emergency orders

Reduction through effective inventory planning

Workshop parts support

Timely issue of parts against job cards

Stock discrepancies

Reduction in shortages and unexplained variances

Pending orders

Timely follow-up and closure

Audit compliance

Compliance with dealership and OEM procedures

4. QUALIFICATION AND EXPERIENCE

- Diploma or Degree in Automobile, Mechanical Engineering, or a relevant discipline preferred.
- Graduate qualification or relevant parts management experience may be considered.
- 3–7 years of experience in automobile spare parts operations, preferably in an authorized four-wheeler dealership.
- Experience in inventory management, procurement, stock verification, and parts sales.
- Knowledge of genuine spare parts catalogues, part numbering, and OEM ordering procedures.
- Working knowledge of DMS, inventory software, and MS Excel.

5. REQUIRED SKILLS

- Inventory planning and stock control.
- Parts identification and catalogue usage.
- Procurement and vendor/OEM coordination.
- Sales and gross profit management.
- Analytical and reporting skills.
- Team supervision and coordination.
- Communication and problem-solving.
- Computer proficiency and attention to detail.

6. AUTHORITY AND ACCOUNTABILITY The Spare Parts In-Charge is accountable for stock accuracy, parts availability, timely workshop support, inventory control, parts sales performance, proper documentation, and compliance with dealership and OEM procedures. All purchases, stock adjustments, discounts, returns, and inventory write-offs must follow the dealership's approved authorization process.

7. DAILY REPORTING TO MANAGEMENT The Spare Parts In-Charge shall report:

- Opening and closing stock status, where applicable.
- Daily parts sales against target.
- Parts issued to the workshop and body shop.
- Critical parts shortages and pending orders.
- Emergency orders and expected delivery dates.
- Fast-moving, slow-moving, and non-moving stock.
- Stock discrepancies and inventory adjustments.
- Pending returns, credits, and warranty parts.
- Parts gross profit and outstanding issues.
- Action plan for improving stock availability and sales.

Expected Outcome: Accurate inventory, optimum stock levels, improved genuine parts sales, reduced stock ageing, timely workshop support, and achievement of dealership business targets.

Contact HR Department

+91 (phone hidden)- +91 (phone hidden)

Pay: ₹15,000.00 - ₹20,000.00 per month

Benefits

- Health insurance
- Provident Fund

Work Location: In person

📌 SPARE PARTS IN-CHARGE – AUTOMOBILE DEALERSHIP (Tiruvannamalai)
🏢 GANESH CARS PVT.LTD
📍 Tiruvannamalai