Collision Repair Parts Coordinator

About the role

Works towards returning a profit on dealer capital invested in parts inventory through effective purchasing procedures, accurate inventory control, staffing, security, pricing, merchandising, displaying, and advertising. Ensures all customers are treated as individuals with care and respect.

Responsibilities

• Handle customer complaints tactfully, promptly, and with genuine concern according to dealership guidelines.
• Implement a telemarketing campaign for customer contact.
• Establish a product and sales promotion program.
• Encourage the sale of branded parts.
• Develop, enforce, and monitor guidelines for customer communication to foster exceptional satisfaction (reflected in CSI scores).
• Guarantee quick and effective handling of customer service telephone inquiries.
• Purchase stock locally in response to high demand or market availability emergencies.
• Improve department efficiency in customer interactions and transactions.
• Review and optimize stock ordering practices.
• Establish processes to ensure accuracy between inventory and computer records.
• Develop and administer a wholesale parts program.
• Recruit, hire, train, motivate, counsel, and monitor the performance of parts department employees.
• Ensure employees attend training programs to gain required skills and/or certifications.
• Delegate work to ensure customer satisfaction while developing employee skills.
• Act as the Parts Department representative to the Service Manager to foster cooperation on parts supply for servicing work.
• Maintain an appropriate level of trade discount.
• Hold weekly department meetings and attend manager meetings.
• Direct outside parts and counter sales efforts toward budgeted metrics.
• Review parts shop displays to reflect sales, recent developments, and new opportunities.
• Establish a purchasing policy ensuring competitive bids from vendors for tools, equipment, and supplies.
• Make warranty and billing adjustments.
• Scrutinize sales figures, expenses, and inventory levels to maintain profit goals.
• Monitor daily reports in KG Apps system for sales productivity, anomalies, and opportunities.
• Collaborate with the General Manager to determine the annual operating budget for the parts department.
• Plan, analyze, and manage department finances.
• Monitor backorders daily to ensure quick shipment and receipt of deliveries.
• Maintain key inventory performance metrics (inventory turns, day supply, idle capital).
• Maintain a mixed inventory consistent with service department, body shop, wholesale accounts, and public requirements.
• Review stock obsolescence and work quickly to remedy issues.
• Implement and oversee stock checks in line with company standards (perpetual or annual).
• Ensure new stock lines are binned promptly.
• Review operating controls regularly, including negative stock reports, PDRs, obsolescence reports, and performance metrics.
• Ensure all dealership purchases are properly accounted for before payment.
• Assure all parts are properly tagged to recover full credit from the factory.
• Design a process for special ordering of parts (see GOMER policy).
• Oversee shipping and receiving.
• Design and use a lost sales report.
• Assist in collecting on overdue accounts.
• Follow a predetermined month-end process.
• Perform other duties as assigned.

Requirements

• 2 years of relevant work experience.
• High school diploma or equivalent required.
• 1 year of supervisory experience.
• Ability to read and comprehend job-related instructions (electronic or paper-based).
• Results-oriented with the ability to plan and achieve business goals within established timelines.
• Leadership and example-setting skills to motivate employees and model company brand behaviors.
• Financial acumen to understand and analyze dealership financial numbers and identify improvement opportunities.

Skills

• Inventory control software.
• Internet and Microsoft Office products.
• Creative and logical problem-solving with empathy for customers.

Qualifications

• Must be 18 years or older and authorized to work in the U.S.
• Valid driver’s license and professional appearance.
• Adherence to company values: Respect, Intelligence, Greatness, Honesty, and Teamwork.

Physical Demands

• Regularly required to stand, walk, use hands, reach with hands and arms, and talk or hear.
• Occasionally required to sit, climb or balance, stoop, kneel, crouch, or crawl.
• Regularly lift up to 25 pounds; occasionally lift up to 50 pounds.
• Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles, etc.
• Stooping: Bending body downward and forward by bending the spine at the waist.
• Kneeling: Bending legs at the knee to rest on one or both knees.
• Standing: Particularly for sustained periods.
• Lifting: Raising objects from lower to higher positions or moving horizontally.
• Picking, pinching, typing, or working primarily with fingers.
• Talking: Conveying detailed or important instructions accurately, loudly, or quickly.
• Hearing: Perceiving sounds at normal speaking levels with or without correction.
• Close visual acuity for preparing and analyzing data, transcribing, viewing computer terminals, reading, and inspecting small parts or defects.

Work Environment

• Standard 40-hour workweek; some evening and weekend service may be required to meet customer needs.
• Primarily indoor work in well-ventilated and -lighted repair shops; some areas may be drafty or noisy.
• Exposure to atmospheric conditions affecting respiratory system or skin (fumes, odors, dust, mists, gases, or poor ventilation).