Parts and Admin Operations Support

JOB DESCRIPTION

Job Title: Administrative & Parts Operations Support

Reporting Line: Acting AFS Admin Executive

Division Department: After Sales

Department Branch: CPD – Parts

Salary Band: B9_43

JOB SUMMARY

The Parts & Inventory Support role ensures smooth administrative and inventory operations within the After Sales – Parts Division. This includes managing financial transactions, coordinating with internal and external stakeholders, processing orders, supporting inventory control, and ensuring compliance with company policies. The role demands strong organizational skills, attention to detail, and adaptability in a dynamic environment.

KEY RESPONSIBILITIES

1. Administrative & Operational Support

• Monitor payment and collection activities, including debtor tracking and petty cash handling.
• Manage leave and absentee records.
• Verify and file shipping invoices and purchase orders.
• Coordinate with GBS and internal departments for operational alignment.
• Support internal control assessments and compliance documentation.
• Maintain accurate records and documentation in line with audit requirements.
• Assist in procurement and inventory-related administrative tasks.
• Manage office supplies and ensure a clean, organized filing system.

2. Inventory Control & Order Management

• Prepare and submit Stock Orders, extract, compute, validate, and ensure timely submission to principals.
• Process parts and accessory orders from branches and marketing teams.
• Monitor critical stock levels and track ageing purchase orders.
• Manage branch returns and reconcile inventory discrepancies.
• Prepare quotations and ensure documentation of all receiving activities.

3. Customer Service & Counter Operations

• Handle customer inquiries, order taking, and provide real-time updates on parts availability.
• Ensure prompt and courteous service to enhance customer satisfaction.
• Escalate complex issues to supervisors when necessary.
• Follow up on backorders and coordinate with logistics for resolution.

4. Reporting & Performance Tracking

• Prepare monthly and annual KPI & CMI reports
• Compute monthly parts incentive payouts.
• Maintain logs for backorders and resolution timelines
• Support continuous improvement initiatives to enhance service delivery.

5. Compliance & Policy Adherence

• Adhere to company internal controls, EHS, ISO14001, and TSM Kodowari principles
• Maintain confidentiality and handle sensitive information professionally.
• Comply with fire, health, and safety regulations.
• Attend training sessions and participate in personal development initiatives.

QUALIFICATIONS

Education

• Minimum High School graduate or higher

Experience

• 1–2 years of experience in inventory, warehouse, or parts operations (preferably in an automotive dealership).
• Familiarity with parts catalogue systems (e.g., OEM electronic parts catalogues), stock handling, and order processing.

Technical & Soft Skills

• Proficiency in using inventory management systems.
• Basic computer literacy (MS Office, data entry)
• Ability to multitask, prioritise, and thrive in a fast-paced environment and under tight deadlines.
• Strong organizational and time management skills.
• Customer-centric mindset with a proactive attitude.
• Excellent attention to detail and accuracy in reporting.
• Good communication skills and a collaborative attitude.
• Team player with adaptability and initiative.

General

• Maintain punctuality, professional appearance, and grooming standards.
• Demonstrate knowledge of statutory legislation and company policies.
• Be flexible in job functions and open to redeployment as needed.
• Maintain positive working relationships with colleagues and guests.
• Adapt to changes and respond to evolving business needs with a proactive attitude.

Working Conditions

• Office-based with occasional interaction at the warehouse or counter area.
• May require flexible hours during peak periods or month-end closing.
• Light physical activity may be involved (e.g., handling documents, moving small items).

Performance Metrics (KPIs)

• Accuracy and timeliness of SOQ data submission
• Order processing turnaround time
• Inventory accuracy rate (cycle count compliance)
• Backorder resolution rate & customer satisfaction feedback
• Compliance with internal controls and safety policy