Key Responsibilities
Order Processing & Fulfilment
- Receive, review, and process spare parts orders from external dealer/distributor networks.
- Verify part numbers, compatibility, pricing, and availability before order confirmation .
- Monitor order allocation, dispatch schedules, and track order status including backorders and expected delivery dates.
- Ensure timely delivery of parts to support maintenance and repair activities, minimizing vehicle downtime.
- Liaise with logistics providers and freight forwarders to coordinate spare parts movement and handle all related shipping documentations.
Invoicing & Payment Collection
- Prepare and issue accurate invoices for parts sold to dealers and distributors.
- Follow up on outstanding payments and ensure timely collection in accordance with company credit terms.
- Reconcile parts sales transactions with accounting records and resolve any billing discrepancies.
- Maintain proper documentation of all sales and payment transactions for audit purposes.
Inventory Management & Forecasting
- Maintain optimal stock levels of spare parts to meet operational requirements while preventing overstocking or shortages.
- Analyse vehicle usage trends, sales history, and service demand patterns to forecast spare parts requirements accurately.
- Develop procurement plans based on demand forecasting to ensure timely replenishment of critical spares.
- Monitor slow-moving and fast-moving items, adjusting stock levels and procurement strategies accordingly.
- Conduct regular inventory audits and cycle counts to ensure accuracy and accountability.
Parts Pricing & System Maintenance
- Maintain and update spare parts pricing in the Dealer Management System (DMS).
- Ensure pricing accuracy across all sales channels, including service department, body repair, and retail/counter sales.
- Review and adjust pricing strategies based on market conditions, cost changes, and company profitability targets.
- Implement and manage pricing structures that balance competitiveness with gross profit objectives.
- Maintain accurate part cost information in the system to build proper cost history and inventory valuation.
Supplier & Stakeholder Coordination
- Build and maintain strong relationships with BYD headquarters, vendors, suppliers, dealers, and distributors.
- Coordinate with HQ on spare parts requirements, new part listings, and technical specifications.
- Work closely with maintenance and service teams to identify spare parts needs and ensure timely fulfilment.
- Liaise with procurement team on 3PL requirements .
Documentation & Reporting
- Maintain accurate records of all inventory transactions, including receipts, issues, returns, and adjustments.
- Prepare detailed reports on stock levels, usage patterns, procurement activities, and KPIs on a timely basis.
- Manage parts claims and coordinate with related parties for resolution.
- Ensure compliance with company policies, safety standards, and regulatory requirements for parts storage and disposal .
- Manage the salvaging and disposal of spare parts in accordance with environmental and government requirements.
Requirements
Education
- Diploma or Bachelor's Degree in Business Administration, Logistics, Supply Chain Management, Automotive Engineering, or a related field.
Experience
- Minimum 2-3 years of relevant working experience in spare parts management, inventory control, or aftersales operations in the automotive industry.
- Experience with electric vehicle (EV) parts and components is an added advantage .
- Proven track record in order processing, forecasting, and inventory optimization.
Technical Skills
- Proficiency in Dealer Management Systems (DMS) and ERP software (e.g., SAP, Oracle, Incadea, or similar).
- Strong Microsoft Excel skills for data analysis, reporting, and forecasting.
- Knowledge of inventory control principles and demand forecasting techniques.
- Familiarity with automotive parts catalogues and parts identification systems.
- Strong written and verbal communication skills for liaising with vendors, dealers, and cross-functional teams.
