What are the responsibilities and job description for the Parts Coordinator position at Puget Collision?
The Parts Coordinator is responsible for the daily ordering and processing of all vehicle repair parts requirements. The Parts Coordinator must ensure correct parts on-hand when needed for technicians for production flow and to meet repair timeframes. They must actively participate in the communication and Repair Order processing needs of the Estimators.
Job Responsibilities:
- Order required parts and any supplemental parts during work in process vehicles utilizing the parts ordering system. Ensure availability and accurate parts orders the first time for efficiency.
- Ensure all parts and sublet lines are posted in CCC real time and accurately, and all materials billed have an invoice.
- Print parts list from CCC and attach it to the parts cart. Check-In all received parts as they arrive: sort, mirror-match to the Repair Order and vehicle, label and distribute.
- Process returns immediately and receive credit for incorrect or damaged parts, including document & reconcile for credit: “Damaged Delivered Parts,” handle parts returns processing: “Return Parts to Credit Invoice,” and maintain record system for “Returned Parts” tracking, including core charges.
- Post invoices / credits same day if no line on estimate draft the invoice.
- Maintain the Daily “Parts Owed” List by reviewing “Scheduled In” Repair Orders for Part’s Requirements
- Ensure daily production schedule with parts ETA and any sublet items that are or need to be scheduled.
- Monitor CCC to determine outstanding parts to prioritize and follow up on, adding notes for daily production meeting updates.
- Requests sublet vendor work as needed and ensures invoices are received and posted to the RO.
- Use preferred parts vendor to maximize parts margins and expedite delivery.
- Use preferred sublet vendors with knowledgeable service teams, priority status, and negotiated billing and margins.
- Tire and battery log updated monthly.
- Assist and be a team player in other areas as needed or requested for shop efficiency and productivity. These requests could include picking up parts, driving customers, washing vehicles for delivery, and minor buffing and polishing of vehicles.
Key Performance Metrics
- Part GP 32%
- Parts Return and Credits, zero over 30 days.
Skills/Qualifications:
- I-CAR Introduction to Collision Repair required in first 90 days of employment.
- The ability to read, understand, and perform written instructions accurately and consistently and to work independently as well as with others in an organized manner.
Behavioral Excellence Required:
- Perform all assigned responsibilities according to the Company Standard Operating Procedures.
- Maintain a clean, organized work area always, adhering to 5S organization.
- Participate in training programs as required to maintain the technical and professional skills and techniques necessary for this position.
Adheres to the company’s non-disclosure and confidentiality policies concerning customer information.