Spare Parts Executive

Key Responsibilities

A. Spare Parts Procurement

Identify and procure spare parts for multiple car brands serviced by the company.

Source parts from authorized dealers, distributors, OEM suppliers, and approved aftermarket vendors.

Obtain quotations, compare prices, negotiate discounts, and ensure timely procurement.

Verify part numbers, specifications, compatibility, and quality before placing orders.

Coordinate with vendors for urgent requirements, returns, warranty claims, and replacements.

B. Inventory & Stock Management

Maintain accurate stock records in the ERP, inventory management system, or workshop software.

Monitor fast-moving, slow-moving, non-moving, and critical spare parts.

Maintain minimum and maximum stock levels based on vehicle inflow and consumption patterns.

Conduct regular physical stock verification and reconcile discrepancies.

Ensure proper storage, labeling, bin location management, and preservation of parts.

Minimize stock-outs, excess inventory, dead stock, and inventory losses.

C. Workshop Coordination

Coordinate with service advisors, technicians, and workshop supervisors to identify parts requirements.

Check parts availability against job cards and service estimates.

Issue spare parts against authorized job cards and record all transactions.

Arrange urgent parts to avoid delays in vehicle repair and delivery.

Track pending parts and communicate expected delivery timelines to the service team.

Ensure correct parts are supplied for each vehicle to minimize incorrect fitment and rework.

D. Billing & Documentation

Prepare purchase orders, goods receipt notes (GRNs), material issue slips, and return documents.

Ensure purchase invoices match purchase orders and goods received.

Maintain accurate records of purchases, sales, consumption, returns, and warranty replacements.

Coordinate with accounts for invoice verification, vendor payments, and credit note follow-ups.

Ensure proper documentation for stock transfers, inter-branch movements, and vendor claims.

E. Vendor Management

Develop and maintain a reliable vendor network for multi-brand spare parts.

Evaluate vendors on pricing, quality, availability, delivery time, and return policies.

Maintain vendor rate lists and periodically review purchase costs.

Resolve supply discrepancies, damaged parts, incorrect deliveries, and quality issues.

Identify opportunities for cost savings without compromising quality or vehicle safety.

F. Quality & Compliance

Ensure parts are sourced from approved and reliable suppliers.

Verify packaging, labels, part numbers, and visible condition upon receipt.

Follow company policies for genuine OEM, OEM-equivalent, and approved aftermarket parts.

Ensure customer-approved parts and pricing are followed wherever applicable.

Prevent the use of counterfeit, substandard, or unauthorized safety-critical components.

G. Reporting & Cost Control

Prepare daily and monthly reports on purchases, stock availability, consumption, and pending orders.

Track inventory value, stock turnover, obsolete stock, and parts-related repair delays.

Monitor spare parts gross margin where applicable.

Identify opportunities to reduce procurement costs and improve inventory efficiency.

Support periodic audits and management reviews.

Key Performance Indicators (KPIs)

Spare parts availability and fill rate.

Reduction in vehicle repair delays caused by parts shortages.

Inventory accuracy and stock variance.

Inventory turnover and reduction in dead stock.

Purchase cost savings and vendor performance.

Accuracy of parts issued against job cards.

Timely closure of returns, warranty claims, and vendor discrepancies.

Compliance with purchase, inventory, and billing procedures.

Qualifications & Experience

Diploma or degree in Automobile Engineering, Mechanical Engineering, Supply Chain Management, or a related field; relevant practical experience may be considered.

2–5 years of experience in automotive spare parts, dealership stores, multi-brand workshops, or automotive distribution.

Knowledge of multi-brand passenger car spare parts and part-number identification.

Experience with inventory software, ERP systems, or workshop management systems.

Working knowledge of MS Excel and basic inventory reporting.

Required Skills

Strong knowledge of automotive spare parts and vehicle compatibility.

Vendor sourcing, negotiation, and cost-control skills.

Inventory planning and stock reconciliation.

Attention to detail and documentation accuracy.

Coordination with workshop, service advisors, procurement, and accounts teams.

Problem-solving, time management, and communication skills.

Ability to work in a fast-paced service environment and handle urgent requirements.

Key Competencies

Customer and workshop service orientation.

Ownership and accountability.

Commercial awareness and cost consciousness.

Integrity and process discipline.

Teamwork and effective coordination.

Focus on quality, accuracy, and turnaround time.

Pay

₹30,000.00 - ₹35,000.00 per month

Work Location

In person