JOB TITLE: Supervisor, Parts Administration
DEPARTMENT: Parts
REPORTS TO: Parts Manager
FLSA STATUS: Exempt
JOB DESCRIPTION SUMMARY
The Parts Administration Supervisor is responsible for supervising the activities of the Parts Assistants to ensure optimum productivity and compliance with all standards set by management. Makes independent decisions regarding the planning, organizing, and scheduling of the work involved for assigned Customers.
DUTIES AND RESPONSIBILITIES
- Supervise the assignments and duties of each Parts Assistant to ensure a balanced workload, the ability to meet deadlines, work quality and adherence to policies and deadlines.
- Work to ensure that any unique business requirements of each Customer is managed effectively.
- Manage the order entry and purchase order processes and activities including all related matters such as returns, damage, compliance and other such claims.
- Effectively supervise & train direct report and monitor their daily work.
- Prepare reports on distribution and sales history
- Track and analyze customer specific progress utilizing various reports and charts
- Monitor aging reports, follow up on past due invoices, and resolve open issues with customers
- Foster strong relationships with key contacts at distributors
- Maintain customer master, customer discounts, and special pricing in SAP
- Assists and can resolve EDI Idoc issues that may affect Customer orders.
- Maintain customer contact information and mailing lists for special projects
- Coordinate details of Parts meetings and promotional items
- Train staff on order processing, computer, and report writing. Take corrective action when necessary
- Responsible for suggesting methods to improve area operations, efficiency, and service to both internal and external customers
- Maintain various spreadsheets and other data records by extracting, combining, updating, and creating new spreadsheets
- Manage special projects as assigned
- Document processes and update existing scripts
- Responsible for staffing, conducting performance appraisals, addressing employee complaints and resolving employee problems.
- Establish work procedures and processes that support company and departmental standards, procedures, and strategic directives
- Establishes and communicates a training plan for staff to maintain an up-to date training force
- Create and maintain a high-quality work environment so staff is motivated to perform at their highest level
- Develop and maintain a team effort within their department that is customer focused
- Support co-workers in other departments as needed
- Communicate, organize, and maintain confidential information and material
- Follow safety guidelines and department and corporate policies and procedures
- Maintain an organized and secure work environment
AUTHORITY
Assists in the oversight of the Parts Customer Service staff
JOB KNOWLEDGE, SKILLS, AND ABILITIES
- Good knowledge of products, company procedures, and customer needs to exercise good judgment and make decisions regarding customer orders
- Excellent customer service skills; effective team leadership skills
- Excellent communication and interpersonal skills demonstrated by the ability to resolve conflicts, develop appropriate solutions to problems, and develop and maintain mutually beneficial relationships with customers and co-workers
- Ability to work independently with minimal supervision; be reliable and punctual
- Ability to multi-task, establish priorities and meet deadlines, maintain a flexible attitude and approach towards assignments, and maintain level of organization in a changing and fast paced environment
- Strong command of the English language, both written and verbal
- Ability to comprehend a variety of instructions, both oral and written
- Ability to communicate in a professional manner with top managers
- Ability to be tactful and diplomatic in challenging situations
- Ability to maintain a high level of confidentiality
- Excellent written and verbal communication skills
- Strong problem solving skills and discernment for various decisions such as course of action for excessive order quantities, determination of air freight priorities, administration of credits and returns
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers and decimals
- Personnel management skills in planning, assigning, and directing work
- Advanced knowledge of word processing, presentation applications, and spreadsheet applications
- Strong knowledge of SAP
- Experience working with customers that utilize Schedule Agreements in SAP
- Ability to travel on an as needed basis, possibly overnight, often with last minute notice
EDUCATION AND TRAINING
- Associates Degree or equivalent
- 5 years supervisory experience with inside sales or customer service in a related business
PHYSICAL DEMANDS
- Sitting for long periods of time with some walking, stooping, bending, kneeling, and reaching
- Dexterity to make fast, simple, repeated movements of the fingers, hands, and wrists
- Movement by holding, turning, and grasping of objects
- Frequent reaching by extending hands in any direction
- Ability to drive a car and travel by air
- Occasional lifting and/or moving up to 25 pounds
- Ability to hear normal conversations on phone or in person
- Ability to see more than 20 feet
- Ability to see color and see/read computer screen
WORK ENVIRONMENT
- Work is performed in an office environment. Noise level is moderate
- Limited exposure to the warehouse. Limited exposure to temperature variations when shipping doors are open
- While traveling, will experience noise and comfort levels common to automobiles and airplanes
TOOLS AND EQUIPMENT
- Computer and other general office equipment
Required Skills
Required Experience