The Parts Manager is responsible for the inventory, operations, personnel and profitability of the Parts Department. As such, the manager controls a major portion of the dealership's investments and, through availability, influences the capability of the Service Department to provide service. The Parts Manager is responsible for recruiting, training, leading and, when necessary, disciplining and terminating employees working the department.
- Develop merchandizing and contact systems to aggressively promote sales to all markets and customers. Develop systems that encourage use of the dealership Parts Department by outside purchasers. Define and use a rational but flexible stock ordering procedure. Develop systems for proper, reasonable stocking of parts. Develop systems to minimize the "at counter" time of technicians. Develop guidelines for "at counter" treatment of customers. Supervise department housekeeping, maintenance and safety. Establish department's sales policies and procedures monitor the accounting and inventory records and reports, and ensure department profitability.
- Forecast parts sales, gross profit and expenses monthly and annually; review the Daily Operations Control document daily. Maximize gross profit by effective ordering of parts to insure maximum parts return allowance. Understand and use the principles of pricing, availability, shipping, return and credit policies. Prepare stock orders and complete paper flow accurately and on time. Return parts appropriately and within return policy guidelines. Maintain close control of departmental cost.
-Understand the importance of turnover and maintain an appropriate balance of fast/slow moving parts to enable desired turnover. Maintain and accurately use purchase order system. Seek out bids when appropriate. Maintain communications with Office Manager to ensure efficient practices for billing, costing, discount procedures, etc. Supervise an annual and complete inventory. Develop procedures for theft control. Seek more efficient means of operation and implement or sell them to management.
- Use automated inventory control system that is adequate for satisfactory control of parts in the dealership. Periodically study inventory levels with automated assists and adjusts accordingly. Be familiar with concepts of economic order quantities, various return policies, parts warranties, etc. Work with other managers to assure smooth transfer of an ample quantity of parts, and keep advised of critical shortages and back orders when necessary. Develop systems for back order control and customer follow up and maintain a liaison with the manufacturer to know what is happening concerning parts business.
- Handle internal and external customer requests promptly and make sure of proper parts selection. Recommend related parts while customer is at counter as appropriate. Handle telephone orders promptly and courteously, by third ring if possible. Dress in a manner and conduct self in a manner that will bring credit to the dealership and is befitting to customer contact requirements. Be friendly without becoming familiar. Be positive in attitude and use a helpful manner. Review monthly customer satisfaction index scores from manufacturer and review and revise processes of department when necessary.