Garage Parts Administrator

Job Overview

This role involves providing administrative support to the garage parts department by managing inventory data, coordinating orders, collaborating with suppliers, and ensuring parts needed for vehicle servicing and repair are available promptly.

Primary Duties

• Accurately and promptly process parts orders from customers and workshop personnel.
• Source vehicle parts from authorized suppliers, securing competitive pricing.
• Check, receive, and log incoming parts deliveries.
• Keep precise inventory and stock records up to date.
• Monitor stock quantities and reorder parts as necessary.
• Prepare cost estimates and invoices for parts sales.
• Coordinate with technicians, service advisors, suppliers, and clients about parts availability.
• Manage returns, warranty claims, and credits from suppliers.
• Ensure parts are properly labeled and stored in an organized manner.
• Maintain paper and electronic filing systems efficiently.
• Generate stock and purchasing reports when needed.
• Assist the Parts Manager with various administrative tasks.
• Uphold company health and safety guidelines and keep the workspace tidy.

Required Skills and Experience

• Prior experience in the automotive, motor trade, or garage sector is preferred.
• Solid understanding of vehicle parts and related automotive terminology.
• Proficient with computers, especially Microsoft Office applications including Excel, Outlook, and Word.
• Strong organizational skills with excellent time management.
• High attention to detail and accuracy in work.
• Capable of working independently and collaboratively within a team.

Personal Qualities

• Dependable and consistent in task completion.
• Professional demeanor and polite communication style.
• Proactive with effective problem-solving abilities.
• Capable of prioritizing workload during busy times.
• Flexible attitude with willingness to support team members.

Work Environment and Conditions

• Work takes place in a garage or automotive workshop setting.
• Typically standard working hours; occasional overtime may be required during peak demand periods.
• Frequent interaction with workshop staff, parts suppliers, and customers.

Performance Expectations

• Prompt processing of parts orders.
• Maintaining adequate stock levels and inventory control.
• Effective management of supplier orders and returns.
• Adherence to company procedures, as well as health and safety standards.