Spare Parts Manager

To manage the complete spare-parts and workshop stores operations efficiently, ensuring optimum availability of parts, accurate stock control, timely ordering, proper allocation against job cards, accurate billing and smooth coordination between the workshop, customers, company and external parties.

The role is responsible for ensuring that the right part is available at the right time, is correctly allocated and billed, while maintaining proper inventory control and minimizing stock shortages, excess inventory and billing errors.

• Key Responsibilities1. Spare Parts Stock ManagementMaintain accurate physical and system stock of all spare parts and workshop consumables.
• Ensure proper storage, identification and binning of spare parts.
• Monitor fast-moving, slow-moving and non-moving inventory.
• Ensure minimum and maximum stock levels are maintained.
• Conduct regular physical stock checks and reconcile discrepancies.
• Identify obsolete, excess and ageing stock and report the same to management.
• Ensure proper handling of warranty, damaged, rejected and returnable parts.
• 2. Company Spare Parts OrdersPrepare and place regular spare-parts orders with KTM/company as per workshop requirements.
• Monitor stock availability and ensure timely ordering of required parts.
• Follow up on pending company orders and back orders.
• Track expected delivery dates and communicate delays to the concerned team.
• Ensure critical and fast-moving parts are ordered proactively to avoid workshop downtime.
• 3. Party / Counter Sales OrdersReceive and process spare-parts requirements from external parties and counter customers.
• Prepare quotations and orders wherever applicable.
• Coordinate availability, pricing and delivery of parts.
• Maintain proper records of party orders and pending orders.
• Follow up for pending party orders and ensure timely fulfilment.
• 4. Customer BillingPrepare accurate spare-parts bills for retail customers.
• Ensure correct part numbers, quantities, prices, discounts and taxes are entered in the billing system.
• Ensure all parts issued to customers are properly billed before delivery.
• Maintain proper documentation for customer billing and returns.
• 5. Job Card Parts AllocationCoordinate with Service Advisors and Technicians for spare-parts requirements against job cards.
• Allocate parts strictly as per approved job cards.
• Ensure correct part numbers and quantities are issued against each job card.
• Maintain proper records of parts issued, returned and additionally required.
• Ensure unutilized parts are returned to stores and updated in the system.
• Ensure no parts are issued without proper authorization/documentation.
• 6. Accident Vehicle Parts ManagementStudy accidental vehicle job cards/estimates and identify required spare parts.
• Prepare the required parts list for accidental vehicles.
• Place orders for required accident parts on a timely basis.
• Track pending/back-ordered accident parts.
• Coordinate with Service Advisors, insurance/accident team and workshop technicians regarding parts availability.
• Ensure all accident-related parts are received, identified and allocated to the respective vehicle/job card.
• Maintain proper tracking of pending accident parts to avoid delays in vehicle delivery.
• 7. Billing & Documentation ControlEnsure all parts issued from stores are properly accounted for and billed.
• Verify daily parts billing and ensure there are no unbilled issues.
• Maintain records of invoices, returns, credit notes and adjustments.
• Ensure proper documentation for company, retail, counter and party sales.
• Coordinate with accounts for billing-related discrepancies and outstanding payments.
• 8. Inventory & Stock ControlMonitor inventory value and ensure stock is maintained within approved levels.
• Conduct periodic cycle counts and full physical stock audits.
• Investigate and report stock shortages, excesses or system discrepancies.
• Ensure proper controls to prevent pilferage, unauthorized issuance and stock leakage.
• Maintain clean and organized stores at all times.
• 9. Pending Orders & Payment Follow-upMaintain a daily/weekly tracker for:
• 
  
• Company pending orders
• Party pending orders
• Accident vehicle pending parts
• Customer pending parts
• Pending payments from counter/party customers
• Follow up with concerned teams and customers to close pending items within defined timelines.
• Escalate long-pending orders, parts shortages and payment issues to management.