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Key Responsibilities and Required Skills for Vehicle Parts Officer

💰 $45,000 - $65,000

AutomotiveLogisticsSupply ChainInventory Management

🎯 Role Definition

A Vehicle Parts Officer is the backbone of an efficient automotive service or repair operation. This pivotal role is responsible for the end-to-end management of vehicle parts inventory, from procurement and sourcing to stock control and distribution. The ideal candidate will act as a subject matter expert, providing accurate parts identification for technicians, managing supplier relationships, and ensuring the right part is available at the right time. This position blends technical automotive knowledge with sharp logistical and customer service skills to minimize vehicle downtime, control costs, and drive departmental profitability.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Parts Assistant / Trainee Parts Advisor
  • Automotive Technician / Mechanic
  • Warehouse Operative (with automotive experience)

Advancement To:

  • Senior Parts Officer / Parts Team Leader
  • Parts Manager / Inventory Control Manager
  • Service Manager

Lateral Moves:

  • Service Advisor
  • Logistics Coordinator / Supply Chain Analyst
  • Warranty Administrator

Core Responsibilities

Primary Functions

  • Manage the complete lifecycle of vehicle parts inventory, including forecasting, ordering, receiving, stocking, and issuing parts to service technicians and customers.
  • Utilize Electronic Parts Catalogs (EPC) and other diagnostic tools to accurately identify and source the correct parts for a wide range of vehicle makes and models.
  • Develop and maintain strong working relationships with a network of parts suppliers and vendors to negotiate pricing, ensure timely delivery, and resolve discrepancies.
  • Process and manage special-order parts (SOPs), tracking them from order placement through to arrival and notifying relevant stakeholders promptly.
  • Conduct regular inventory cycle counts and participate in annual physical stock-takes to ensure inventory accuracy and identify and resolve variances.
  • Handle parts returns, warranty claims, and core returns according to manufacturer and company policies, ensuring proper documentation and credit processing.
  • Provide accurate cost estimates and parts availability information to service advisors and customers, enhancing the customer service experience.
  • Maintain an organized, clean, and safe parts department, ensuring all parts are correctly binned, labeled, and stored to prevent damage and loss.
  • Monitor inventory levels and parts movement using a Dealer Management System (DMS) or inventory management software to identify slow-moving or obsolete stock.
  • Implement strategies for managing obsolete inventory, including returns to suppliers, inter-dealership transfers, or approved disposal methods.
  • Collaborate closely with the service department manager and technicians to anticipate future parts needs based on scheduled maintenance, repair trends, and upcoming campaigns.
  • Generate and analyze inventory reports on key metrics such as stock turnover, fill rate, and inventory value to inform purchasing decisions and operational improvements.
  • Receive and inspect all incoming shipments for accuracy and damage, verifying parts against purchase orders and packing slips before stocking.
  • Ensure all parts transactions, including sales, returns, and transfers, are accurately recorded in the inventory management system in real-time.
  • Assist in the preparation of purchase orders, ensuring they are complete, accurate, and approved according to company purchasing policies.
  • Proactively source back-ordered parts from alternative suppliers to minimize vehicle downtime and improve workshop efficiency.
  • Maintain up-to-date knowledge of new vehicle models, parts updates, and manufacturer bulletins to serve as a subject matter expert.
  • Manage the shipping and receiving of parts to and from other branches, wholesale customers, or for returns.
  • Ensure compliance with all health and safety regulations within the parts department, particularly regarding the handling and storage of hazardous materials.
  • Provide exceptional customer service at the parts counter, assisting both internal (technicians) and external (retail, wholesale) customers with their parts inquiries.
  • Control and issue workshop consumables and tools, tracking usage and reordering as necessary to maintain adequate stock levels.
  • Reconcile purchase orders with invoices, resolving any pricing or quantity discrepancies with suppliers before forwarding for payment.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis related to parts sales and inventory trends.
  • Contribute to the organization's continuous improvement initiatives by suggesting process enhancements for the parts department.
  • Collaborate with business units, such as sales and finance, to ensure seamless inter-departmental processes.
  • Participate in sprint planning and agile ceremonies if the parts department operates within an agile framework.
  • Assist in training junior parts staff or apprentices on company systems, processes, and product knowledge.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency with Electronic Parts Catalogs (EPC): Deep experience in using EPC software to accurately look up and identify vehicle-specific parts.
  • DMS/ERP Experience: Hands-on experience with Dealer Management Systems (DMS) like CDK, Reynolds & Reynolds, Dealertrack, or similar ERP/inventory systems.
  • Automotive Technical Knowledge: Strong technical knowledge of automotive components, mechanical/electrical systems, and vehicle repair processes.
  • Inventory Management: Demonstrated skill in inventory management principles, including cycle counting, forecasting, stock control, and obsolescence management.
  • Supplier & Vendor Management: Ability to source, negotiate with, and manage relationships with a diverse range of parts suppliers.
  • MS Office Suite: Competency in Microsoft Office (especially Excel, Word, and Outlook) for reporting, communication, and data analysis.

Soft Skills

  • Communication & Interpersonal Skills: Exceptional verbal and written communication skills for effective collaboration with technicians, service advisors, customers, and vendors.
  • Attention to Detail: Meticulous attention to detail and a high degree of accuracy in parts identification, data entry, and record-keeping.
  • Problem-Solving: Strong analytical and problem-solving abilities, particularly in sourcing hard-to-find parts and resolving inventory discrepancies.
  • Organizational & Time Management: Excellent organizational skills with the ability to prioritize multiple tasks effectively in a fast-paced, high-pressure environment.
  • Customer-Centric Mindset: A strong commitment to providing outstanding service and support to both internal and external clients.
  • Adaptability: Ability to adapt to new technologies, vehicle models, and evolving business processes.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's Degree or a Vocational/Technical Certificate in Automotive Technology or a related field.

Relevant Fields of Study:

  • Automotive Technology
  • Business Administration
  • Supply Chain Management

Experience Requirements

Typical Experience Range:

  • 2-5 years of direct experience in an automotive parts department, parts counter, or a similar inventory control role.

Preferred:

  • Experience within a franchised dealership environment is highly advantageous.
  • ASE (Automotive Service Excellence) certification in Parts is a strong plus.
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