Job Description

Job Title

: Store Coordinator - Spare Parts Department

Job Overview

:
We are seeking an organized and proactive Store Coordinator to join our Spare Parts Department. The ideal candidate will be responsible for managing the inventory and logistics of spare parts, processing stock requests, coordinating deliveries, and ensuring timely and accurate delivery of materials to various departments. The candidate must also have the ability to handle internal and external communications, process stock, and maintain warehouse organization.

Key Responsibilities

:

Internal Stock Transfer

: Receive internal stock requests from all branches and allocate the materials accordingly through the ERP system. Generate pick slips and process replenishment, ensuring timely movement of stock. Arrange for parts transfer from branches as proposed by the system. Inspect and dispatch final packing, ensuring the accuracy of shipments. Generate internal invoices and gate passes within the ERP system. Track local purchases and ensure timely supply, including handling SO, GRN, and purchase follow-ups.

Workshop Follow-up and Supply

: Supply parts against workshop requests and coordinate with concerned workshops for any order-related issues. Resolve discrepancies regarding parts, including negative margins and orders on hold. Process sales returns for workshop orders. Handle claim reports for discrepancy parts and ensure timely follow-up.

General Warehouse Activities

: Maintain housekeeping and ensure 5-S principles are followed (Sort, Set in order, Shine, Standardize, Sustain). Conduct regular bin audits and stock audits to ensure accuracy. Allocate manpower for priority activities. Monitor and follow up on FG (Finished Goods) stock levels with carriers.

Coordination and Communication

: Coordinate with the purchaser to buy new spare parts and monitor stock levels. Collaborate with procurement, suppliers, and logistics forwarders to ensure the timely delivery of materials to the store. Receive new spare parts and update inventory. Issue spare parts as per request, and update stock records accordingly. Cross-check stock with delivery lists from sales and ensure accurate updates. Liaise with procurement for items that are short and ensure their timely supply. Coordinate with logistics to handle shipments for imported items from regions like the UK, US, China, and Australia.

Tool and Consumables Management

: Maintain and track hand tools and special tools. Keep a tool movement register and maintain a tool scrap register. Ensure oils and consumables are stocked and updated daily. Keep a tool calibration list and ensure accurate alignment. Provide support to the workshop by managing parts receiving and assisting with on-field requirements.

Inventory and Materials Management

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Receives and Inspects Incoming Materials

: Inspect materials and reconcile them with purchase orders. Process and distribute relevant documentation. Report and track any damages or discrepancies upon receiving goods.

Intra- and Inter-campus Deliveries

: Make deliveries of surplus office furniture and merchandise as requested. Maintain records of all deliveries.

Inventory Control and Stock Management

: Manage the receiving, storing, tagging, and tracking of surplus property. Prepare property lists for items to be sold at auction. Handle the receiving and storage of documents and confidential files. Maintain records for approved document and confidential file destruction.

Shipping and Returns

: Ship canceled or damaged items back to vendors as appropriate. Assist with delivering and setting up furniture for various events. Handle hazardous materials and maintain proper documentation for storage and transportation.

Warehouse and Store Operations

: Maintain a clean and orderly warehouse, records area, and storage areas. Address questions related to procedures, receipts, deliveries, warranties, repairs, and surplus property. Train and direct student assistants and other warehouse staff, ensuring smooth operations. Lead and supervise warehouse staff as necessary to ensure department efficiency.

Stock Management

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Maintain Receipts, Records, and Withdrawals

: Ensure all incoming materials are logged accurately, and track any withdrawals from the stockroom.

Receive, Unload, and Shelve Supplies

: Manage the receipt, unloading, and shelving of materials.

Return, Packing, Pricing, and Labeling

: Handle all stock-related duties, including returning, packing, labeling, and pricing supplies.

Inventory Control and Sales

: Monitor stock levels and keep the spare parts inventory updated. Work closely with the sales team and workshop to ensure parts availability and proper packaging, service exchange, and warranty parts procedures.

Stock Orders and Negotiations

: Coordinate with vendors for price negotiation and ensure stock availability. Handle special orders, refunds, and returns of damaged products.

Customer Service

: Address customer complaints and offer problem-solving solutions.

Promotions and Sales

: Be actively involved in the promotion and sales of products, ensuring customer satisfaction and high-quality service.

Miscellaneous Tasks

: Coordinate with garage supervisors to ensure materials are supplied without any downtime or shutdowns. Ensure high standards of cleanliness and tidiness in the warehouse, common areas, and workspaces. Handle consignment clearing, product data maintenance, and stock transfers between different sites as required.

Qualifications and Skills

:

Education

: Graduate degree or equivalent in a related field.

Experience

: 4 - 6 years of experience in spare parts management, warehouse coordination, or store keeping.

Systems Knowledge

: Proficiency in ERP systems for inventory management (e.g., SAP, Oracle).

Skills

: Strong communication and organizational skills. Ability to manage inventory and conduct regular stock audits. Ability to resolve discrepancies and track parts and materials efficiently. Experience working with logistics and suppliers for timely material delivery. Knowledge of 5S principles for maintaining a clean and organized warehouse.
Job Types: Full-time, Permanent