| Detail | For this role |
|---|---|
| Department | Automobile Dealership |
| Level | Entry level |
| Reports to | Parts Manager |
| Direct reports | None |
| Experience | 1 to 3 years at an auto parts counter |
Spare Parts Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Spare Parts Executive
Department: Automobile Dealership
Reports to: Parts Manager
Location: [City], [office, branch or site]
About the role
A Spare Parts Executive runs the parts counter, issuing the right parts to the workshop and to customers and keeping stock records accurate. The role reports to the Parts Manager. A good spare parts executive identifies the correct part fast, keeps the workshop supplied so jobs do not wait, bills accurately, keeps physical and system stock matching, spots fast moving items running low, and gives quick, correct counter service to technicians, mechanics and retail customers alike.
Key responsibilities
- Identify and issue the correct parts to the workshop against job cards.
- Serve retail and mechanic customers at the counter quickly and correctly.
- Bill parts accurately with the right price, tax and discount.
- Receive incoming parts, check them against the order and put them away.
- Keep physical and system stock matching through careful entry and counts.
- Flag fast moving parts running low to the parts manager for reorder.
- Handle warranty and defective part returns with correct documentation.
- Pack and dispatch parts for outstation or customer orders.
- Keep the parts bins, racks and counter clean and organised.
- Support physical stock counts and reconciliation on the scheduled dates.
Requirements
- Diploma or graduate in any stream
- Knowledge of automobile parts and numbering
- Computer and billing skills
- 1 to 3 years at an auto parts counter
KRAs and KPIs for a Spare Parts Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Fill rate | Workshop parts requests met from stock above the agreed level |
| Counter speed | Counter issue and billing time within the agreed target |
| Billing accuracy | Parts billing errors kept below the agreed level |
| Stock accuracy | Physical to system stock accuracy above the agreed level |
| Reorder alerts | Fast moving parts flagged before stockout above target |
| Returns | Warranty and defective returns processed within target time |
Skills and tools
Tools used day to day: Dealer management system, POS billing, Barcode scanner, Parts catalogue, MS Excel.
Reporting line and career path
Next roles: Parts Manager, Store In Charge, Spare Parts Supervisor
Interview questions for a Spare Parts Executive
- How do you find the correct part quickly for a job card?
- How do you keep physical and system stock matching?
- How do you serve a walk in customer and the workshop at the same time?
- How do you spot a fast moving part running low before it stocks out?
- How do you handle a warranty or defective part return?
- What do you check to avoid a billing error at the counter?
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What does a Spare Parts Executive do?
A Spare Parts Executive runs the parts counter. They identify and issue the correct parts to the workshop and to customers, bill accurately, receive and put away incoming stock, and keep physical and system stock matching. They flag low fast moving parts and handle warranty and defective returns.
What is the difference between a Spare Parts Executive and a Parts Manager?
A Spare Parts Executive works the counter: issuing parts, billing and stock entry. A Parts Manager owns the whole department: inventory strategy, ordering, revenue, margin and dead stock, and leads the executives. The executive serves and records; the manager plans and answers for the parts business.
What skills does a Spare Parts Executive need?
The role needs fast, accurate parts identification and numbering knowledge, quick counter service and correct billing, and careful stock entry so physical and system counts match. Add return handling and command of the dealer management system, plus the courtesy to serve technicians and retail customers at once.