Operations Specialist - Automotive Parts Ordering

Be a part of our fast-growing team and unchain all the possibilities!

What is your mission? The Parts Order Specialist plays a pivotal role in ensuring timely and accurate parts procurement for both Fleet and Consumer jobs. This position involves managing incoming part orders through various communication channels, prioritizing requests based on urgency and appointment timelines. The specialist coordinates closely with technicians and other departments to facilitate seamless operations, focusing on efficiency and customer service. You will provide the best service to our partner client by performing these tasks: Parts Ordering Management:

• Ensure timely ordering of parts for Fleet and Consumer jobs based on scheduling timelines:
  • Regular parts ordered up to 4 days in advance.
  • Dealer parts ordered 7-10 days in advance.
• Assess and prioritize parts orders daily, focusing on upcoming appointments and dealer requirements.

Communication Channels:

• Receive part order requests via Slack, text, or phone:
  • Technicians call directly for job-related assistance.
  • Slack requests from other departments through designated channels.

Customer Interaction:

• No direct customer calls; redirect all customer inquiries appropriately.

Team Coordination and Meetings:

• Participate in team meetings 2-3 times per week to discuss KPIs, margin goals, and system updates.
• Daily individual check-ins to review progress and address any challenges.

Focus on Operational Efficiency

• Do not handle technician finance tabs for parts returns; direct such support to the Mechanic Operations team.

Priority of Tasks:

• Assess parts volume based on appointment schedules, prioritizing dealer parts orders.
• Handle immediate technician calls and text messages promptly throughout the day.
• Manage Slack channels related to parts operations efficiently.

Timeline for Completion:

• Maintain parts orders scheduled 4 days in advance.
• Address phone and text support immediately upon receipt.

Higher Level Support:

• Collaborate with team members for issue resolution.
• Escalate unresolved issues or those requiring management approval to Paulina Dinh, Manager.
• Utilize Buddy Crowley for rare high-level escalations.

Who are we looking for?

• 2 to 3 Years of admin/ non-voice/ backend, preferably with QA experience in a virtual call center environment
• Demonstrated experience in parts management, preferably in automotive or related industries.
• Excellent verbal and written communication skills to effectively interact with technicians and other departments.
• Strong organizational skills to prioritize tasks effectively based on urgency and appointment timelines.
• Proven ability to collaborate effectively within a team environment, participating in regular team meetings and individual check-ins.
• High school diploma or equivalent; additional education in automotive technology or parts management is a plus.
• Certification or training in parts management systems or related fields is beneficial.
  

Company Perks:

Above-industry salary package and incentives
Comprehensive HMO benefits and life insurance from day 1
Free learning and development courses for your personal and career growth
Dynamic company events
Opportunities for promotion
Free meals and snacks