Parts Operation Associate

Job Purpose:

Parts Operation Associate supports the Parts Department in ensuring the efficient supply, storage, and distribution of spare parts for commercial vehicles. This role involves assisting customers (both internal and external), handling inventory, processing orders, and maintaining accurate records. The Parts Operation Associate plays a vital role in ensuring workshop productivity and customer satisfaction by making sure the right parts are available at the right time.

Key Responsibilities:

Parts Operations & Sales Support:

• Assist in identifying, locating, and supplying parts to internal workshop technicians and external customers.

• Handle parts enquiries (phone, email, counter) and provide correct part numbers, prices, and availability

• Support the Parts Advisor/Manager in preparing quotations, sales orders, and invoices.

• Promote upselling of related accessories, consumables, and value added parts when applicable.

Inventory & Stock Management:

• Receive, check, and store incoming parts deliveries from suppliers.

• Ensure all parts are stored in proper locations with accurate labeling and binning.

• Conduct regular stock checks and assist with periodic stocktaking activities.

• Report discrepancies in deliveries, shortages, or damaged goods to the Parts Manager.

• Maintain proper documentation for goods received and issued.

Workshop & Customer Support:

• Liaise with workshop personnel to ensure timely supply of required parts.

• Assist in preparing parts kits for scheduled jobs to improve workshop efficiency.

• Provide support for urgent parts orders to minimize vehicle downtime.

• Handle returns, warranty claims, and core returns according to company policy.

Administration & Compliance:

• Maintain proper filing of invoices, purchase orders, delivery notes, and warranty documents.

• Ensure compliance with company policies, procedures, and health & safety regulations.

• Keep the parts counter and storage area clean, safe, and organized at all times.

• Protect company assets by preventing pilferage, misuse, or mishandling of parts.

General

• Comply with good health and safety practice, all statutory requirements, code of conduct, company policies and standards

Job Description:

Authorities:

• Issue quotation

• Work with Service Advisor

• Price offering within the agreed limit

Key Performance Indicators:

• Accuracy rate of parts supplied to customers and workshop

• Customer satisfaction and feedback scores.

• Stock accuracy and shrinkage control.

• Timeliness in processing orders, invoices, and delivery.

Education:

• Minimum Diploma in Automotive, Business Administration, or related field preferred.

Experience:

• 3 years of experience in automotive industry; sounds knowledge of automotive parts and components (training will be provided)

• Previous experience in automotive parts sales, customer service, or warehousing is an advantage.

• Fresh graduates/entry-level candidates may also be considered (training provided).

Competencies and Skills:

Technical Competencies/Skills:

• Basic understanding of automotive components, systems, and accessories.

• Familiar with parts catalogues, ERP/Inventory systems, and Microsoft Office

Personal & Interpersonal Competencies/Skills:

• Cooperative, supportive, and able to work effectively with colleagues across departments.

Other competencies/skills/requirements:

• Application of sales IT systems (i.e. Salesforce SAP ESA CRM)

• PC fluent (MS-Office)

• Fluent local language skills required (English and Bahasa Malaysia

• Ability to lift and move parts (up to 25kg).

• Work may require standing for long periods and working in a warehouse environment.

• Must wear appropriate PPE (Personal Protective Equipment).

SALARY:

RM3000 - RM5000