Parts Coordinator

Job Description

Job Description

Job Description: Parts Coordinator

The Parts Coordinator is responsible for the daily ordering and processing of all vehicle repair parts requirements. The Parts Coordinator must ensure correct parts on-hand when needed for technicians for production flow and to meet repair timeframes. They must actively participate in the communication and Repair Order processing needs of the Estimators.

FLSA Status: Non-Exempt

Work Location: Full Time Hourly

Job Responsibilities:

• Check-in all received parts as they arrive: sort, mirror-match to the Repair Order and vehicle, label and distribute.
• Process returns immediately and receive credit for incorrect or damaged parts, including document & reconcile for credit: “Damaged Delivered Parts,” handle parts returns processing: “Return Parts to Credit Invoice,” and maintain record system for “Returned Parts” tracking, including core charges.
• Responsible for keeping a 5S clean & organized delivery area, returns no more than 1 week old, and parts cart, with current CCC parts list attached to it. 
• Ensure all parts and sublet lines are posted in CCC real time and accurately, and all materials billed have an invoice.
• Post invoices / credits same day if no line on estimate draft the invoice.
• Maintain the Daily “Parts Owed” List by reviewing “Scheduled In” Repair Orders for Part’s Requirements 
• Ensure daily production schedule with parts ETA and any sublet items that are or need to be scheduled. 
• Requests sublet vendor work as needed and ensures invoices are received and posted to the RO.
• Monitor CCC to determine outstanding parts to prioritize and follow up on, adding notes for daily production meeting updates.
• Assist Estimators as needed with ordering required parts and any supplemental parts during work in process vehicles utilizing the parts ordering system. Ensure availability and accurate parts orders the first time for efficiency.
• Assist and be a team player in other areas as needed or requested for shop efficiency and productivity. These requests could include picking up parts, driving customers, washing vehicles for delivery, and minor buffing and polishing of vehicles.

Key Performance Metrics

• Proper Parts Posting for increased profitability.
• Parts Return and Credits, zero over 30 days.

Skills/Qualifications:

• Collision University Training required in first 6 months of employment.

Behavioral Excellence Required:

• Perform all assigned responsibilities according to the Company Standard Operating Procedures. 
• Maintain a clean, organized work area always, adhering to 5S organization.
• Participate in training programs as required to maintain the technical and professional skills and techniques necessary for this position.
• Adheres to the company’s non-disclosure and confidentiality policies concerning customer information.

Physical Requirements 

• Ability to work in both office and automotive repair shop environments.
• Ability to stand and walk frequently throughout the workday while locating, receiving, distributing, and inventorying parts.
• Ability to move throughout the facility, including production, paint, receiving, storage, and parking areas.
• Ability to frequently bend, stoop, kneel, crouch, reach, and climb as necessary to retrieve, organize, and store parts and materials.
• Ability to lift, carry, push, and pull up to 50 pounds occasionally and up to 25 pounds frequently; heavier items may require assistance or mechanical equipment.
• Ability to load, unload, sort, and organize parts, supplies, and materials in a safe and efficient manner.
• Ability to use hands and fingers for frequent handling, grasping, sorting, labeling, packaging, and inventory management activities.
• Ability to operate computers, inventory management systems, scanners, and other office equipment for extended periods.
• Ability to visually inspect parts for accuracy, damage, defects, and proper fitment, including close and distance vision.
• Ability to compare part numbers, repair orders, invoices, and other documentation with a high degree of accuracy and attention to detail.
• Ability to communicate effectively with technicians, estimators, vendors, customers, and coworkers in person, by telephone, and electronically.
• Ability to safely navigate around moving vehicles, equipment, tools, and active repair operations.
• Ability to tolerate exposure to noise, dust, fumes, varying temperatures, and other conditions commonly found in a collision repair environment while utilizing required personal protective equipment (PPE).
• Ability to maintain organization and accuracy while managing multiple priorities in a fast-paced production environment.
• Ability to operate a motor vehicle and maintain a valid driver's license with an acceptable driving record, if required to pick up, deliver, or move parts and vehicles.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.