Key Responsibilities and Required Skills for Assistant Parts Manager

🎯 Role Definition

The Assistant Parts Manager supports the Parts Manager and operations team in overseeing parts inventory, ordering, receiving, pricing, customer service, and parts counter activities. This role ensures parts availability for service and retail customers, reduces carrying costs and stockouts, enforces loss-prevention controls, and helps lead a high-performing parts team. The position requires strong inventory systems knowledge (ERP/Dealer Management Systems), vendor relationship skills, analytical ability for forecasting and reporting, and hands-on leadership at the parts counter and warehouse.

📈 Career Progression

Typical Career Path

Entry Point From:

Parts Counter Associate / Parts Clerk
Inventory Control Specialist / Stockroom Associate
Purchasing Assistant / Receiving Clerk

Advancement To:

Parts Manager / Parts Director
Service Manager / Fixed Operations Manager
Operations Manager / General Manager (for dealerships or multi-site operations)

Lateral Moves:

Purchasing Agent / Buyer
Logistics Coordinator / Shipping & Receiving Supervisor
Customer Service Manager / Warranty Coordinator

Core Responsibilities

Primary Functions

Manage day-to-day parts room operations: supervise parts counter staff, assign duties, set priorities, and ensure parts are picked, packed, and delivered accurately to service bays and retail customers.
Maintain optimal inventory levels by monitoring stock turns, setting and adjusting reorder points and par levels, and executing timely reorders to minimize backorders and excess stock.
Oversee receiving and put-away processes: inspect incoming shipments for accuracy and damage, reconcile purchase orders against vendor invoices, and update inventory records in the ERP or DMS system.
Lead cycle counting and physical inventory processes, investigate variances, complete root-cause analysis for shrinkage, and implement corrective actions to improve inventory accuracy.
Assist in developing parts pricing strategies and margin targets; update retail and internal pricing in the parts catalog and point-of-sale systems to meet profitability goals and market competitiveness.
Build and maintain vendor relationships: negotiate pricing, lead times, minimum order quantities, returns, and warranty claims to secure favorable terms and reliable supply.
Process customer and internal parts orders accurately and efficiently, including special orders, warranty parts, warranty returns, and claim processing.
Provide expert parts lookup and technical support to service technicians and advisors using electronic parts catalogs, VIN decoding, and part cross-references to ensure correct fitment and reduce returns.
Monitor parts performance metrics and KPIs (stock turn, fill rate, parts-to-labor ratio, gross margin) and prepare weekly/monthly reports for management with actionable recommendations.
Train, mentor, and coach parts staff on best practices for inventory control, customer service, system usage, safety, and loss prevention policies.
Coordinate warranty parts processing, core returns, RGA management, and vendor credits to ensure timely reimbursement and accurate accounting.
Oversee shipping, packing, and carrier scheduling for parts distribution; manage freight claims, expedite requests, and international shipping compliance when applicable.
Implement and enforce parts control procedures such as bin labeling, FIFO, serialized stock handling, and restricted parts access to reduce theft and misplacement.
Support seasonal forecasting and parts promotions planning by analyzing historical sales, service schedules, and model launch cycles to prepare sufficient inventory.
Act as on-floor point of contact during peak service hours and special events to resolve parts delays, prioritize emergency orders, and liaise with service technicians.

Secondary Functions

Assist the Parts Manager with procurement projects, system upgrades, and integrations (ERP/DMS optimizations, barcode/RFID deployment) to improve operational efficiency.
Support cross-functional initiatives with service, sales, and finance teams to align parts availability with service schedules and promotional campaigns.
Maintain an organized, clean, and safe parts room and counter area by ensuring compliance with OSHA, environmental, and company-specific safety protocols.
Participate in continuous improvement activities including 5S, Lean initiatives, and process mapping to reduce cycle times and waste in parts operations.
Drive customer-focused service by resolving escalated customer issues related to parts availability, pricing disputes, or warranty concerns in a timely, professional manner.
Monitor aftermarket and OEM parts trends and pricing, provide market intelligence to leadership, and recommend opportunities to expand or rationalize inventory assortments.
Assist with payroll and scheduling for the parts team including time-off approvals, shift coverage, and temporary staffing coordination.
Prepare purchase requisitions, track open purchase orders, and follow up with vendors on lead times and backordered items to ensure timely fulfillment.
Maintain accurate documentation for inventory adjustments, stock transfers, scrap, and disposals and ensure appropriate accounting codes are used in system entries.
Participate in customer outreach programs (phone, email, online ordering platforms) to follow up on orders, confirm deliveries, and solicit feedback for continuous service improvements.

Required Skills & Competencies

Hard Skills (Technical)

Proven experience with inventory management systems and dealer management systems (DMS/ERP); familiarity with parts modules in systems such as CDK Global, Reynolds & Reynolds, Dealertrack, Epicor, or equivalent.
Advanced MS Excel skills including VLOOKUP/XLOOKUP, pivot tables, data filtering, and basic formulas for reporting and forecasting.
Parts catalog and lookup proficiency (VIN decoding, OEM part number cross-referencing, aftermarket vendor catalogs).
Purchase order creation, PO reconciliation, and vendor invoice verification experience.
Experience running cycle counts, physical inventories, variance reconciliation, and maintaining >98% inventory accuracy targets.
Familiarity with barcoding/RFID technologies, handheld scanners, and warehouse management best practices.
Knowledge of freight and shipping processes, carrier selection, shipping documentation, and claim filing procedures.
Ability to create and analyze KPI dashboards: stock turn, fill rate, days-on-hand, gross margin, and parts-to-labor ratio.
Basic accounting and cost-control knowledge related to inventory valuation, returns, core charge management, and vendor credits.
Experience with parts pricing strategies, promotions, MSRP adjustments, and competitive market analysis.
Comfortable using CRM tools and point-of-sale systems to process retail parts transactions and customer communications.

Soft Skills

Strong leadership and team supervision skills, including coaching, performance feedback, and development of junior staff.
Excellent verbal and written communication skills for interacting with technicians, vendors, customers, and leadership.
Customer-service orientation with ability to handle escalations calmly and achieve first-contact resolution.
Strong analytical problem-solving and decision-making skills; ability to prioritize competing demands in a fast-paced environment.
Attention to detail and organizational skills, particularly in high-volume parts rooms with mixed OEM and aftermarket SKUs.
Time-management and multitasking ability to balance counter sales, phone order processing, and backroom responsibilities.
Negotiation skills and commercial acumen for securing favorable vendor terms and improving margins.
Adaptability and willingness to learn new systems, processes, and product lines as business needs evolve.
Integrity and a commitment to loss prevention, accurate reporting, and ethical vendor interactions.
Collaborative mindset with history of working cross-functionally to support service operations, sales, and finance.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED required.

Preferred Education:

Associate's degree or Bachelor's degree in Business, Supply Chain, Logistics, Automotive Technology, or related field preferred.

Relevant Fields of Study:

Business Administration
Supply Chain Management / Logistics
Automotive Technology / Diesel or Heavy Equipment Technology
Operations Management
Accounting / Finance (for inventory valuation and cost control)

Experience Requirements

Typical Experience Range:

2–5 years working in parts or inventory roles with at least 1–2 years in a lead or supervisory capacity.

Preferred:

3–7 years of progressive parts experience in an automotive dealership, heavy-equipment dealer, fleet or industrial parts operation with hands-on exposure to DMS/ERP systems, inventory controls, and vendor negotiations.