Parts Representative

PARTS / SALES REPRESENTITAVE JOB DESCRIPTION

OVERVIEW

This position reports directly to the Service Manager.

It is the responsibility of this position to complete all tasks listed as well as any other tasks that may be required.

Attributes

Computer skills

Returned parts

Parts sales

Parts ordering

Tracking orders

Special orders

Attributes:

This is a position that requires working directly with our customers. Excellent communication and interpersonal skills are required including being courteous and helpful. Must be willing to go the extra mile to satisfy our parts customers quickly and accurately.

A positive attitude and professional appearance are a must - Team players only!

Computer skills:

Responsibilities will include data entry and accurately maintaining up to date pricing files. You must be able to manage, organize and prioritize multiple projects. Having general computer knowledge as well as experience with Word, Excel, Outlook, and CDK is strongly recommended. Possess good organizational skills, accurately maintain and track multiple numerical inventories counts and transactions.

Returned parts:

Returned parts will be handled as described in the company Standard Operating Procedures (SOP) for those items.

Parts sales:

Answer internal and external customer parts calls. Providing pricing quotes, availability and shipping information accurately and on a timely basis. Customers will expect to be called back with the information they require ASAP, or they will call someone else. When is a part not sold after it is quoted find out why (price? availability? other?). Respond to inquiries regarding products, processes, orders and returns, resolve customer problems. Prepare completed sales orders in preparation for billing.

Parts ordering:

Enter orders into the company database. Call, fax, or email model and serial number with all orders to the vendors. Email will be used over faxing any time it is possible to help maintain accurate records and keep other interested parties informed of the progress of their ordered parts. Maintain stock parts as needed when a minimum quantity is reached order the parts to ensure that there is no lapse of production because of lack of parts. When parts are not immediately available from our current vendors we will get them from another one. Compare vendor pricing on a regular basis to ensure no unjustified price increases.

Tracking orders:

Maintain and track orders of parts for customers or stock as needed. Contacts from vendors as needed to ensure the ordered part will be here as promised. Continue to follow up on these orders until they arrive and are completed. Have answers to when outstanding orders will arrive or why they are late. Communication with the other Parts Department personnel to ensure that these orders are received and distributed as needed when promised is the key to success in this department.

Special orders:

Responsible for purchasing and researching sources for complex parts based on customer or Technician descriptions and/or specs. Work directly with other Parts Department personnel to determine the most cost-effective and efficient method of completing these orders. If you are not 100% sure of the part being ordered, have the vendor email or fax a diagram of the part and have the customer or technician approve the part before ordering anything. This will minimize the chance of receiving the wrong part.

Other responsibilities:

Help maintain store displays, inventory, and overall department cleanliness. Perform shipping & receiving, receiving new chassis, and loading & unloading of trucks as needed.

Review of the mandatory requirements as outlined in job description:

• Maintain current pricing in company inventory system.

• Use email instead of faxing as often as possible to communicate with vendors or other CUES employees.

• Return parts calls on a timely basis.

• Maintain parts inventory.

• Compare vendor pricing on a regular basis.

• Locate new vendors as needed.

• Track all orders to their completion.

• If you are unsure of what is being ordered, get prints or diagrams.

• Communicating with the other Parts Department personnel to ensure accuracy and completion of orders.