Garage Coordinator - Automobile Spare Parts Procurement

Job description

**About Job** A Part Procurement Executive is responsible for ensuring that the right spare parts are procured and delivered on time to support repair and maintenance operations. The role is especially important in insurance claim management, where delays in parts directly impact turnaround time (TAT) and customer satisfaction. **Skills & Qualification** - **Experience:** 2+ years of proven experience in a bodyshop environment, insurance survey-related work, supply chain management, or a closely related automotive field. - **Industry Knowledge:** Strong understanding of automotive repair processes, bodyshop workflows, and insurance claim procedures. - **Operational Execution:** Ability to multitask, manage multiple vendor timelines simultaneously, and work efficiently under tight deadlines. - **Core Skills:** Exceptional coordination, negotiation, and problem-solving abilities. - **Execution:** Proven ability to work under pressure, prioritize multi-faceted tasks, and strictly meet deadlines in a fast-paced environment. - **Tech Savvy:** Proficient in inventory management software, Microsoft Office, and advanced Excel, Tally. - **Invoice Management & Generation:** Generate and process purchase invoices in accordance with approved purchase orders and company policies. **Responsibilities** - Invoice management/generation - **Vendor Coordination & Sourcing:** Act as the primary point of contact for multiple spare parts vendors, authorized dealers, and suppliers. Build and maintain strong supplier relationships. - **Procurement Management:** Place accurate purchase orders for required spare parts, ensuring alignment with workshop demands. Continuously negotiate lead times, credit terms, and pricing to optimize costs. - **Order Tracking & Follow-up:** Monitor the arrival of parts against their ETAs. In the event of delays, promptly follow up with vendors and explore alternative sourcing options. - **Data Management & Logging:** Maintain real-time, accurate records of all procurement activities, purchase orders, invoices, and receipts. Ensure seamless data entry and tracking across Microsoft Excel, Google Sheets, and Tally. - **Timeline & ETA Monitoring:** Track the status of all open orders. If a vendor's delivery timeline exceeds the required schedule, proactively take immediate action to source the part from alternative suppliers to prevent operational delays. - **Cross-functional Collaboration:** Work closely with the garage/workshop/claim handler/coordinators and account teams to streamline workflows, verify billing accuracy in Tally, and reduce vehicle downtime.