Overall accountability, responsibility and ownership of delivering customer orders to customer, service jobs, responsibility and ownership of the parts inventory performance, stock turn and customer satisfaction (service percentage)
Responsible for ensuring that all Parts orders (ex-stock or Back order), whether for Service, Counter or Inventory and all Parts receipts (whether from IBTs between branches or overseas shipments) are processed timely and accurately
Ensure all Parts Admin procedures are promptly sourced applying the appropriate procedures to improve or maintain optimum processing time
Ensure adequate communication on all parts orders related issues to all stakeholders in the BU.
Communicating with the wider product support team to advice the status of Counter, Service or Inventory orders
The role carries responsibility for working with the logistic and warehousing teams and parts administrators throughout the dealership to ensure all necessary functions are carried out correctly
Execute inventory control measures to keep stock levels within the approved Working Capital budget, achieves & exceeds Stock Turn targets and maximizes stock and total service percentage (Customer satisfaction)
Ensure adequate communication on parts inventory related issues to all stakeholders on the BU and CoE
Responsible to implement processes / team in charge to identify and implement action plan to improve continuously the operations
Primary Job Roles:
General Admin
Formulate the department objectives, plans and budgets.
Prepares the department annual plans and budgets for director review and approval.
Where applicable, Prepare and execute the team development plans and the training needs for the team, reviews the subordinate’s reports, provides professional guidance, coaching and mentoring to them and takes appropriate actions to solve work challenges
Inventory Management
Develop accurate, consistent, and sustained enhancements to the inventory service percentage.
Ensure running the daily stock replenishment for all order methods all suppliers,
Monitor and Coordinates with the logistic team to ensure that the lead times trends are within the approved KPIs
Control and approve Customer / Service Return
Monitor and Coordinates with the logistic team to ensure that the landed cost factors are within the acceptable figures.
Coordinates with Product Support managers to ensure that stocks in the branches are adequate to the population in the area.
Identify ‘inactive” inventory items and working closely with the OF&A team to handle them accordingly.
Perform inventory adjustments (quantity and price variance analysis)
Work with GPOFAC resolve any system problems that may occur
Work closely with the Product Support team and maintain flexible attitude in supporting all stated objectives
Monitor supplier delivery (completeness, timeliness, accuracy, cost and quality)
Monitor monthly operation management reports POMIS / DPAT and perform detailed analysis of the inventory performance.
Manage the stock to maximize machine availability and meet desired return on investment by coordinating with prime and product support managers,
Establish/maintain and monitor inventory reordering parameters.
Follow-up with Product Support CoE and apply / execute New Product Introduction Readiness processes
Determine dispositions for surplus, non-moving and/or non-returnable inventory and find ways for better utilization.
Monitor and approve the Add to Stock items to inventory according to established ordering policy.
Analyses, maintain and manage the protected items on the system following–up with the requester for action
Conduct analysis to determine cause for emergency purchases and identify corrective actions to reduce controllable back orders.
Coordinate use of bulk purchase programs.
Order Administration
Oversee the overall function of parts administration activities, supplies from stock or from the moment a Part goes on back order, including IBT, sending and receiving through the warehouses
Ensure creating shipments into the system on time
Applying all the correct and related costs
Liaise with logistic team to have all the shipment decimations on time,
Ensure running the daily Purchase Order from Back Order according to the preset schedule and cut off’s
Ensure the prompt administration of emergency parts orders and stocks upon receipt,
Ensure proper entry of operational transactions into the company system
Ensure usage of Monthly reports and the monthly analysis is taking place to identify areas for improvement with BU or Product Support manager,
Work with all Warehouse supervisors to ensure prompt parts handling / distribution as per approved and in place KPI’s.
Ensure checking and coordinate the necessary action required for the shipment’s discrepancies and damaged items on the system / Suppliers.
Manage the execution, administration and handling of all Inactive Inventory (includes annual PRA - Return to Supplier) - process. Includes documentation - tracking, invoicing/destroying.
Manage REMAN core returns process.
Follow-up on receiving the REMAN/PRA credit notes
Ensures the prompt delivery of parts through warehouses as per the approved and in place KPI’s
Reports to Product Support management on work in progress status and escalates overdue work orders monthly.
Monitor and report the landed cost reports monthly.
Monitor and report the lead time reports. Monthly
Coordinate and reports on all Parts Stock checks: Annual, Perpetual, daily bin counts
Following up with the warehouse Supervisors and where necessary participate in Parts Return exercise,
Following up with the warehouse Supervisors and where necessary participate in Reman worn core return exercise,
Ensure that orders records (sales, Service and PO) are well maintained and up to date
Work with GPOFAC to resolve any system problems that may occurred
Responsible for all B/O reports (Including counter, service & Inventory)
Responsible for the B/O Expediting
Ensure filing and filing of all relevant administration and audit documents (PSDN / IBTS’s / PO)
Treatment of order acknowledgement query (Advise to service / Counter or Inventory on the proper action according to the supplier acknowledgement) and system update.
Analyzing the weekly orders on Suppliers and end of month report.
Managing shipments discrepancies decisions and actions,
Oversees the warehouse Contamination Control program
Follow up with the hose specialist and the warehouse supervisor on the pending hose order until delivery following the established hose process,
Job Requirement
Main competencies needed
High command of the English language (reading, speaking and writing)
Advanced IT knowledge as system usage and software
Ability to manage conflict, prompt action and decision-making enabler
High Communication and Negotiation skills
High teamwork skills and multi culture oriented
Work under pressure and ability to absorb deadline tension and stress