Parts Advisor

The main purpose of the Parts Advisor is to assist colleagues and customers source and supply vehicle parts. You will ensure the parts stock room is well maintained and stock levels are managed, by taking responsibility for the ordering and selling of a wide range of vehicle parts and accessories. Your skill set: • At least one years’ experience in a customer facing, retail role or in a warehouse / picking environment • Can demonstrate good interpersonal and administration skills • A practical knowledge of IT systems And if possible but not essential: • Previous Parts Advisor experience • Experience gained in a franchised car dealership • Experience of Kerridge DMS & VWG ETKA systems

Key Responsibilities: The following responsibilities are core to the effective performance of all Parts Persons working within the VW Brand. Accuracy of work is a priority in all responsibilities. We may require additional specific activities and, where so, these will be identified separately.

Customer Service and Satisfaction • Welcome visiting customers and identify their needs with them. • Identify the exact details of the goods required, obtaining vehicle details as appropriate. • Retrieve the correct part, if in stock, or offer to order the part for the customer. • Be aware of and apply appropriately, any centre discounting policies using any allowable discretion. • Invoice the part to the customer and take payment as appropriate. If the customer is an account customer identify an order number and send to the Accounts Department for billing. • Maintain and update front counter displays and promotions. • Well in advance of service and repair bookings, retrieve job card and identify if parts need re-ordered. • One day before each job, requisition necessary stock and allocate to the vehicle. If required, assemble the complete order for the servicing staff. • If required, deliver parts to the service staff and source or place orders for additional parts required. • Where required, contact customers to let them know of special offers and parts promotions Stock Administration • Place orders in response to customer demand over and above PNS where specific situations require it. • In specific circumstances, where authorised, source parts with other VW centres on inter-dealer arrangement and organise collection. • Check daily parts deliveries for damage & accuracy against the delivery notes and where necessary records discrepancies in the Parts Discrepancy System. • Locate parts to the appropriate bin locations, ensuring that trade deliveries are placed in the goods outwards or appropriate designated area. • Ensure customer special orders are pre-paid and placed in the “Customer Order Area”. • Inform customers by phone or text that their parts have arrived.

Other Administration • File VW information on parts and accessories. • Deal with parts no longer required for any reason, issuing credit notes and administering handling charges as necessary. • Prepare and update pricing on workshop vehicle health check reports

Stock Control • Ensure all workshop and retail parts are stored in their correct locations. • Ensure that all incoming stock is located properly. • Check off physical stock present. • Immediately report stock damages or losses to the Parts Supervisor / Manager. • Coordinate the return of unused special orders to Volkswagen using the PDR system • Assist and uphold the practice of daily and annual stock taking as and when required • Re-site duplicated stock

Profitability / Cost Control • Development of personal knowledge and experience in order to improve profitability, customer satisfaction and efficiency. • Ensure that all parts and materials are accurately recorded on the job sheet. • Ensure warranty removed parts are correctly labelled and placed in the warranty storage area. • Any additional parts ordered to be approved by the Service Receptionist of Workshop Foreman. • All non-VW products must be authorised by the Parts Manager/Administrator.

Health & Safety • Take an active part in upholding the Company’s Health and Safety Policy as set out in the Conditions of Employment.