MAIN PURPOSE OF JOB
To ensure the efficient and profitable operation of the parts department by establishing and achieving objectives that cover the parts department’s operating policies and standards to achieve both high levels of customer satisfaction and profitability.
To control resources at a level commensurate with profit requirements and enhanced customer relations.
To maximise departmental potential, through the sale of parts and associated products to franchise and non-franchise customers.
To ensure the dealership achieves the First time fix objective of under 14.9% on a monthly basis
To be responsible to the Aftersales manager for monitoring the performance of the parts department. To be responsible within parameters agreed with the Aftersales manager to develop the operational performance of the department, with special regard to staff training and development and by his/her knowledge, skills and understanding of the department, improve the knowledge and skills of the parts staff so they may carry out their duties in a professional, profitable and efficient manner.
To be responsible for carrying out any special tasks or projects which the Directors or Branch Manager may from time to time decide necessary.
To assist with setting and agreeing the annual parts department budget, and to be responsible to the Aftersales manager for the achievement of this budget, whilst ensuring that all targets are met, and, where possible, exceeded.
2) MAIN WORKING RELATIONSHIPS:
2. 1 Responsible to:
2.2 Responsible for:
Parts Department Staff
2.3 Relationships with:
Other company staff
Nominated suppliers and other company representatives.
Representatives of statutory or legislative bodies.
Health and Safety Officer.
3) OBJECTIVES AND KEY TASKS:
To ensure the service department is supplied parts in an efficient manner. Ensuring right first time principle is adhered to.
Ensure the parts department achieves budgeted objectives
To ensure premises and equipment and other assets are controlled and used effectively.
To ensure all materials purchased are controlled and sold at a profit.
To ensure any unauthorised withdrawal from stock held on the premises is immediately brought to the attention of the Head of Business and Auditors.
To ensure that stock is only issued in accordance with company policy regarding payment or charge.
To ensure that the stock control system is implemented in accordance with policy.
3.2 Customer service and satisfaction:
To improve the quality of customer service and retention by enhanced facilities, improved technical skills and effective marketing.
To ensure high standards of quality work.
To follow company procedure in customer feedback and deal with all customers in a professional and courteous manner.
3.3 Cost Control:
To maintain effective control of expenses in line with budget objectives.
To ensure all department invoices are submitted to customers on collection of parts.
Ensure all outstanding debts are collected quickly.
4) MAIN JOB FUNCTIONS
To ensure, through personal example and leadership, that the parts team is created which, by his/her own example, enthusiasm, professionalism and motivation, will maximise the parts sales to its full potential.
Select and appoint apprentices if appropriate in conjunction with the training development team.
Ensure that training standards are fully maintained so that future human resource requirements are covered.
In consultation with training personnel establish training needs, plan programme and maintain records of training; ensure up-to-date and accurate documentation to allow grant redemption.
Establish and administer ‘in dealership training’ policies as required to provide the recommended standards of service.
Operate staff performance appraisal systems and ensure action taken on results.
To follow all Company Human Resources policies and procedures as appropriate.
Ensure all clerical functions within the parts department are carried out in accordance with policies.
Review with Aftersales manager all departmental activities and reporting systems.
Establish adequate safety and security procedures to protect property and company personnel.
Maintain effective liaison with all other departmental managers and staff.
Advise Branch Manager on all parts department related developments.
Maintain direct liaison with manufacturers, suppliers, statutory representatives and all other contacts.
Draw up and initiate parts marketing plans.
Instigate and operate advertising and promotional activities.
Maintain record of customer complaints and/or congratulations for use and action as required.
5) OTHER DUTIES
Any other duties commensurate with the post as requested by the Aftersales manager
All information relating to customers and the business is to be treated confidentially in line with Company procedures.
7) HEALTH AND SAFETY
Caffyns has an obligation under the Health and Safety at work act 1974 to provide safe and healthy working conditions. All employees are required to co-operate with management in discharging this responsibility and must take responsible care for the health and safety of themselves and others.
All employees must read and adhere to the relevant sections of the Caffyns Health and Safety procedure.
8) TERMS AND CONDITIONS OF EMPLOYMENT
Other terms and conditions are as reflected in the contract of employment and company policies and procedures, as amended from time to time and as governed by statute
(A job description is a written statement of essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance. This is not intended to be a complete, detailed account of all aspects of the duties involved).
GCSE Grade C or above in English and Maths or equivalent
City and Guilds in Motor Vehicle Technology or Vehicle Parts.
NVQ Qualification in Motor Vehicle Parts
Good knowledge of Parts Stock Control
Ability and skills to deal with the overall management of the Parts Department.
Good understanding of all Financial KPI’s of Parts.
A good level of appropriate training relevant to a parts department
Knowledge of Microsoft Word and Excel spreadsheets
Knowledge of/can demonstrate ability to work with UCS (in-house IT system designed for the motor retail industry)
Good oral and written communication skills.
Ability to work in a customer focused manner.
Can lead by example and is totally focused on providing a high level of Customer Care.
Able to motivate and lead others to perform in all aspects of their role.
A good level of IT skills
Self-motivated and able to work under pressure.
Commitment to Caffyns’ aims and objectives.