Spare Part Coordinator

This Spare Parts Coordinator is responsible for managing customer spare parts enquiries, sourcing products, preparing quotations, and coordinating order fulfilment activities. The role serves as the key point of contact between customers, suppliers, Purchasing, Warehouse, and Sales teams to ensure timely and cost-effective supply of spare parts.

The Spare Parts Coordinator is responsible for identifying customer requirements, obtaining competitive pricing and lead times from suppliers, and ensuring accurate order processing to achieve high levels of customer satisfaction and support business growth.

Responsibilities :-

Customer Enquiry & Sales Support

• Respond promptly to customer enquiries regarding spare parts via email, telephone, and other communication channels.

• Review customer requirements, technical specifications, equipment details, and part numbers to identify the correct spare parts.

• Prepare and submit accurate quotations, including pricing, lead times, delivery terms, and product information.

• Follow up on quotations to secure customer orders and achieve sales targets.

• Maintain regular communication with customers regarding quotation status, order progress, and delivery schedules.

Sourcing & Procurement Coordination

• Source spare parts from approved suppliers, principals, manufacturers, and alternative sources to meet customer requirements.

• Obtain competitive quotations and delivery lead times from suppliers.

• Evaluate supplier pricing, availability, and delivery performance to ensure cost-effective procurement.

• Coordinate with the Purchasing team for order placement and supplier follow-up.

• Identify alternative products or substitute parts when original parts are unavailable.

Order Processing & Fulfilment

• Generate and process quotations, sales orders, and related documents in the ERP system, preferably Microsoft Dynamics NAV (Navision).

• Coordinate with Warehouse and Logistics teams to ensure timely order fulfilment and delivery.

• Monitor order status and proactively manage any delays, shortages, or fulfilment issues.

• Ensure all customer orders are completed accurately and within agreed timelines.

Documentation & Record Management

• Maintain accurate records of customer enquiries, quotations, sales orders, supplier quotations, and pricing information.

• Update customer and product information in the ERP system.

• Prepare reports on quotation activities, order status, sales performance, and outstanding enquiries as required.

Customer Relationship Management

• Build and maintain strong relationships with customers, suppliers, principals, and internal stakeholders.

• Handle customer enquiries, complaints, and order discrepancies professionally and efficiently.

• Provide technical information and product recommendations where applicable.

• Perform other duties and responsibilities assigned by the Sales Manager, Service Manager, or Management.

Requirements :-

• Minimum N-Level/ Diploma in Business Administration, Supply Chain Management, Engineering, Marine Studies, or a related discipline.

• Minimum 2 years of experience in Marine spare parts coordination, inside sales, purchasing, customer service, or supply chain operations.

• Experience in the marine, engineering, technical services, or industrial equipment industry is preferred.

• Knowledge of marine communication, navigation, electrical, or mechanical spare parts is an advantage.

• Experience using ERP systems, preferably Microsoft Dynamics NAV (Navision).

• Proficient in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams.

• Strong sourcing, negotiation, and customer service skills.

• Ability to interpret technical information, part numbers, and equipment specifications.

• Ability to manage multiple priorities and work effectively under pressure.

• Working location at Tuas Area