Spares Coordinator Female

Location: Ahmedabad

Experience: 2-3 Years

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• Handle all customer inquiries related to spare parts through phone, email, and other communication channels.
• Prepare accurate spare parts quotations based on customer requirements, machine specifications, and service engineer recommendations.
• Follow up with customers regarding quotation approvals, purchase orders, and payment status.
• Process customer purchase orders and ensure timely execution from order receipt to dispatch.
• Coordinate with the Service Department to identify and confirm the correct spare parts required for customer machines.
• Coordinate with the Design, Production, Purchase, and Stores departments to ensure the availability of spare parts.
• Raise internal material requisitions and coordinate procurement of non-stock or special spare parts.
• Monitor inventory levels of fast-moving and critical spare parts and coordinate replenishment to avoid stock shortages.
• Maintain proper records of spare parts stock, inward and outward movement, and inventory transactions.
• Prepare sales orders, invoices, delivery challans, packing lists, and other dispatch-related documents.
• Coordinate with the Dispatch Department and logistics partners for timely shipment of spare parts within India and overseas.
• Track shipments and provide customers with dispatch details, courier tracking numbers, and expected delivery schedules.
• Maintain complete documentation of quotations, purchase orders, invoices, dispatch records, warranty claims, and customer correspondence.
• Assist Service Engineers by arranging urgent spare parts required for machine installation, breakdown, maintenance, or annual maintenance contracts (AMC).
• Ensure correct identification of spare parts using machine BOMs, drawings, manuals, and machine serial numbers.
• Coordinate warranty spare parts dispatches and maintain records of warranty replacements and approvals.
• Resolve customer queries related to spare part pricing, availability, dispatch status, and delivery timelines.
• Prepare periodic reports on quotations, pending orders, spare parts sales, inventory status, dispatch performance, and customer requirements.
• Maintain updated customer databases, machine installation records, and spare parts consumption history.
• Coordinate with the Accounts Department regarding customer payments, proforma invoices, tax invoices, and outstanding dues before dispatch.
• Ensure compliance with company procedures for documentation, inventory control, and quality standards.
• Support the Service Department in achieving spare parts sales targets and improving after-sales customer satisfaction.
• Maintain confidentiality of customer information, pricing, technical documents, and company records.
• Continuously identify opportunities to improve spare parts coordination, inventory management, and customer service processes.
• Perform any other duties assigned by the Service Manager or Management from time to time.
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• Handle all customer inquiries related to spare parts through phone, email, and other communication channels.
• Prepare accurate spare parts quotations based on customer requirements, machine specifications, and service engineer recommendations.
• Follow up with customers regarding quotation approvals, purchase orders, and payment status.
• Process customer purchase orders and ensure timely execution from order receipt to dispatch.
• Coordinate with the Service Department to identify and confirm the correct spare parts required for customer machines.
• Coordinate with the Design, Production, Purchase, and Stores departments to ensure the availability of spare parts.
• Raise internal material requisitions and coordinate procurement of non-stock or special spare parts.
• Monitor inventory levels of fast-moving and critical spare parts and coordinate replenishment to avoid stock shortages.
• Maintain proper records of spare parts stock, inward and outward movement, and inventory transactions.
• Prepare sales orders, invoices, delivery challans, packing lists, and other dispatch-related documents.
• Coordinate with the Dispatch Department and logistics partners for timely shipment of spare parts within India and overseas.
• Track shipments and provide customers with dispatch details, courier tracking numbers, and expected delivery schedules.
• Maintain complete documentation of quotations, purchase orders, invoices, dispatch records, warranty claims, and customer correspondence.
• Assist Service Engineers by arranging urgent spare parts required for machine installation, breakdown, maintenance, or annual maintenance contracts (AMC).
• Ensure correct identification of spare parts using machine BOMs, drawings, manuals, and machine serial numbers.
• Coordinate warranty spare parts dispatches and maintain records of warranty replacements and approvals.
• Resolve customer queries related to spare part pricing, availability, dispatch status, and delivery timelines.
• Prepare periodic reports on quotations, pending orders, spare parts sales, inventory status, dispatch performance, and customer requirements.
• Maintain updated customer databases, machine installation records, and spare parts consumption history.
• Coordinate with the Accounts Department regarding customer payments, proforma invoices, tax invoices, and outstanding dues before dispatch.
• Ensure compliance with company procedures for documentation, inventory control, and quality standards.
• Support the Service Department in achieving spare parts sales targets and improving after-sales customer satisfaction.
• Maintain confidentiality of customer information, pricing, technical documents, and company records.
• Continuously identify opportunities to improve spare parts coordination, inventory management, and customer service processes.
• Perform any other duties assigned by the Service Manager or Management from time to time.