Job Description

The Parts Sales Representative is responsible for the efficient, professional, and cost-effective management of the Companys parts, warranties, and client service functions. This role includes sourcing suppliers, managing inventory, overseeing daily department operations, and maintaining strong client relationships including over the counter, workshop, and warranty clients.
Candidate will also be doing over-the-counter sales - earning commission.
Key Responsibilities
Parts & Warranty Management

• Oversee and coordinate all parts and service-related activities, ensuring accurate record-keeping and operational efficiency.
• Manage the daily functions of the parts department.
• Source and order parts at competitive prices while ensuring product quality and correct specifications to optimize gross profit.
• Open and close job cards in line with SOPs.
• Monitor weekly parts availability and manage inventory accordingly.
• Handle all parts sales, invoicing, receiving, and dispatch processes.
• Submit all warranty claims promptly and follow up on approvals.
• Maintain detailed service and warranty records for accurate tracking and reporting.
• Conduct monthly spot checks and bi-annual full stock counts.
• Handle client interactions professionally, addressing concerns and collaborating with the General Manager on issue resolution.
• Maintain clean and organized workspaces in line with company housekeeping standards.

Procurement & Financial Oversight

• Ensure compliance with all daily, weekly, and monthly reporting and operational deadlines.
• Work within company policies and procedures at all times.
• Manage parts and tools inventory, including order tracking, supplier quotes, and invoice approvals.
• Forecast inventory needs and negotiate with suppliers for optimal pricing and delivery.
• Oversee procurement, receipt, and control of parts and equipment stock.

Fleet Coordination

• Coordinate with internal departments to align vehicle servicing schedules with parts availability.
• Verify parts usage during services; return unused or incorrect parts to inventory or suppliers.
• Keep detailed service histories and ensure accurate documentation is filed accordingly.

Health & Safety Compliance

• Conduct routine checks to support the safe and efficient functioning of the parts department.
• Ensure all health and safety protocols are followed during sales and service activities.

Communication & Reporting

• Maintain a professional and respectful relationship with all departmental heads.
• Respond to service inquiries and complaints in a timely and courteous manner.
• Submit regular progress updates, maintenance logs, and status reports.
• Ensure all job cards, work orders, and related documents are properly completed, signed, and submitted.
• Accurately record staff site hours for operational tracking.
• Review reports generated by team members for accuracy and action.

Human Resources & Leadership

• Train staff in parts, service, and warranty procedures.
• Conduct annual performance evaluations for direct reports.
• Address employee relations matter promptly and fairly.
• Set team KPIs, monitor ongoing performance, and implement improvements where necessary.
• Provide regular performance reports and highlight any corrective actions required.
• Maintain a flexible work schedule as needed.

Required Experience & Qualifications

• 57 years' experience in a similar role within the agriculture or construction equipment industry.
• In-depth understanding of agricultural mechanisation equipment, parts, and warranty processes.
• Experience managing workshop or service operations.
• Strong understanding of procurement, inventory, and supply chain principles.
• Competent in budget management and preventative maintenance planning.
• Familiarity with health, safety, and hygiene standards.
• Proven problem-solving, leadership, and decision-making skills.
• Valid drivers license and reliable vehicle.

Computer Literacy

• Intermediate knowledge of Microsoft Office Suite (Excel, Word, Outlook) preferred.

Personal Attributes

• Professional, presentable, and confident communicator (written and verbal).
• High attention to detail and accuracy.
• Capable of working independently and collaboratively.
• Organized, systematic, and proactive.
• Strong ethical standards and integrity.
• Resilient under pressure and deadline-driven.
• Natural leadership ability with team-building skills.
• Honest, reliable, and safety-conscious.
• Willingness to undergo and pass job-related medical evaluations (e.g. working at heights).

Skills Required