Company: Assured Automotive

Job Description:

The Parts Coordinator’s primary responsibility and accountability is to provide an exceptional and successful customer experience while proactively managing the process of ordering, receiving, storing, dispatching and returning parts for each repair order.  The Parts Coordinator plays a pivotal role in the success of the customer’s experience by verifying the accuracy and quality of parts received in a timely manner as per the production schedule and vehicle needs.

Key Job Responsibilities

Ensure consistent execution of WOW (Wow Operating Way) plan.

Work with vendors to order and receive all parts as indicated on the repair orders confirming the quality, correctness and quantity of parts received, accurately identifying parts necessary to complete repairs in the shop.

Ensure timely parts distribution to the shop in accordance with the production schedule.

Enter all parts invoices into Management Information System (ASE)

Label and track all parts by the R.O.# and store them with the vehicle and/or scheduled repairs; Communicate all Parts Price Changes (also known as Parts Price Increases - PPI) to all required team members.

Order and receive supplemental Parts in management system (ASE),  monitor performance of parts, materials and sublet vendors. Ensure daily reconciliation of the parts vendor invoice history report (e.g. 043 Report).

Ensure invoices and credit memos are posted and filed/scanned in a timely manner.

Ensure vendor invoices have the correct negotiated discount to maintain proper profit margins. 

Oversees movement of damaged vehicles to the disassembly area, communicate availability to damage writer, and supervise removal of vehicle to production staging area.

Proactive communication - Keeps both the tech and the GM constantly in the loop with regard to any changes or variances from the expected repair plans and completions.

Vehicle movement - Proactively moves vehicles into production when dispatched, from department to department when each step is completed, and out of production when complete or whenever there is a halt to production on that vehicle for more than 2 hours. 

Coordination of sublet functions - Schedules and facilitates the performance of sublet functions including communication with the techs and front office regarding scheduling, the movement of the vehicle to the appropriate space of sublet work to be performed, and the return of the vehicle to production.

Metal department / paint department communication - Facilitates communication between the metal department with regard to the scheduled movement of vehicles to the paint department for prep work and vehicles coming back to the metal department for additional assembly or trim out.

Maintenance of housekeeping - Assures that all stalls are routinely cleared of damaged parts and rubbish.

Direction of porters and detailers - Routinely directs porters and detail personnel to perform vehicle movement and timely detailing for completed vehicles.

Education and/or Experience Required

High School Diploma or equivalent

1-3+ years of experience working with automotive parts (auto body parts is a bonus)

Customer Service Oriented and strong organizational ability to manage pressure and conflicting demands and prioritize tasks takes initiative in problem solving situations

Required Skills/Abilities

Communicate effectively, both verbally and in writing

Strong attention to detail and a high degree of accuracy. 

Effectively manage a fast-paced environment, demonstrating multi-tasking ability while working under pressure

Working knowledge of vehicle repairs practices

Solid problem-solving abilities

Above average computer proficiency

Above average organizational skills

Ability to keep up and succeed in a fast-paced working environment

Ability to work well with others and achieve common goals

Other duties as assigned

Basic knowledge of the repair process

“Service” orientation

Good interpersonal skills

Must be able to handle multiple priorities

Other Requirements

Frequently required to bend, crouch, reach, handle tools

Lift in excess of 50 lbs. of materials

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The physical demands of your job must be met to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.