Parts Operations Specialist

Job Description

Job Description

Job Overview:
A parts operations specialist plays a key role in ensuring the smooth and efficient operation of the mechanical entity. This individual will manage internal parts inventory, work with vendors, and ensure the proper functioning of the shop’s tools, equipment, and overall organization. This position requires strong leadership, attention to detail, and the ability to handle multiple tasks simultaneously while ensuring the shop maintains a high level of efficiency and quality.

Key Responsibilities:

Leadership and Staff Management:

• Serve as the point of contact between shop technicians and the front office.
• Lead, manage, and supervise shop technicians, ensuring proper workflow and communication.
• Assist the parts store when short-handed, ensuring availability and timely processing of orders.

Parts Management:

• Source and order parts for repair orders.
• Input all parts into the point of sale system once received.
• Organize and display received parts on the counter for technicians, ensuring all necessary documentation is included.
• Handle returns and ensure removed items are properly returned to vendors.
• Collect cores from technicians and coordinate returns to vendors.
• Verify accurate pricing, including tax and shipping fees, for parts entered into the system upon arrival.
• Pickup parts from vendors, when needed.
• Conduct follow-ups on ordered parts, updating RO labels.

Inventory Management:

• Conduct monthly inventory counts and evaluate sale pricing.
• Organize and maintain an efficient parts storage system, including new and used tires, BG products, and overflow items.
• Oversee the organization of specialty tools and equipment, ensuring proper sign-out/in sheets are used and equipment is well-maintained.

Specialty Tools and Equipment Oversight:

• Manage the specialty tool room and ensure proper usage of equipment (e.g., BG, Snap-on, Autel, etc).
• Enforce usage policies and ensure equipment cleanliness through regular spot checks.
• Maintain equipment sign-out logs and monitor for proper care.
• Handle inquiries related to programming tools and technical issues.

Ground/Facility Maintenance:

• Oversee all maintenance of shop facilities and equipment, including but not limited to lifts, AC/heat systems, and paint booths.

Technician Training:

• Build and manage training plans for technicians, ensuring continuous skill development.

Financial and Vendor Management:

• Negotiate prices with vendors for individual part needs and year-end partnership discounts.
• Ensure tax exemptions are supplied to vendors to waive fees, where applicable.
• Obtain credit applications and work alongside admin assistant for completion 
• Create and maintain a credit application spreadsheet to monitor vendor accounts.
• Provide purchase receipts to the admin assistant daily.
• Set up new accounts with vendors and oversee vendor interactions during order placement.

Requirements:

• Proven experience in parts management, automotive service, or a related field.
• Strong leadership and management skills, with the ability to oversee technicians and operations.
• Exceptional organizational and multitasking abilities.
• Proficient in using point-of-sale systems, inventory management tools, and related software.
• Strong communication skills, both verbal and written.
• Experience in financial management, including vendor negotiations and purchasing.
• Knowledge of shop maintenance and specialty equipment usage.
• Ability to enforce and manage safety and operational standards in the shop.

Preferred Qualifications:

• Bachelor’s degree or equivalent experience in a related field.
• Experience with BG products or similar industry-specific tools.
• Any relevant certifications or specific industry experience.