Parts Supply Analyst

Salary: £28,000 - £30,000 pa

Industry: Automotive

Job Type: Permanent

Location: West Midlands

Reference: 27369-aj

Expiration date: 14 July 2017


Job Purpose: To expedite, monitor, report and control the supply of components/materials to meet immediate customer and dealer requirements and to maintain prudent and effective stocking levels of aftermarket parts. To be aware of all factors which affect or may affect availability and to apply all necessary techniques to meet business objectives.

Key Responsibilities & Tasks:

  • Raise, issue and control supplier schedules so as to maintain efficient stock levels in support of departmental first time availability and inventory objectives.
  • Monitor outstanding purchase orders, ensuring timely delivery in support of customer orders and minimum stocking levels.
  • Understanding of Incoterms
  • Liaise with Parts team regarding stock and delivery status as appropriate
  • Maintain integrity of delivery status information within ERP and backorder reports .
  • Liaise with the Production MP&L area to manage the flow of “line pinch” material as well as the agreed Production supplied material.
  • Control the supply of components/materials to on-site receiving areas and off-site warehouses from the UK/overseas suppliers.
  • Determine and prioritise daily/weekly requirements by obtaining and analysing information pertaining to inventory status and customer orders, receiving facility/supply constraints, internal/external disputes, quality/packaging/transport problems etc. to balance stock levels against aftermarket requirements.
  • Authorise suppliers to deliver items as required (in line with appropriate purchase order cover), requesting extraordinary action, e.g. overtime/tool changes etc. when necessary.
  • Ensure deliveries are made as instructed and to the correct receiving area via telephone, email, fax or visit.
  • Vet advice notes to ensure compliance to instructions.
  • Arrange third party carrier collections, record and document
  • Control direct-from supplier shipments and associated invoicing and reconciliation.
  • Identify and forecast supply constraints on a daily basis and to plan/instigate appropriate resolution and escalate issues both internally and externally as required.
  • Establish good company/supplier relationships/communications involving all levels of supplier management in order to achieve departmental objectives.
  • Identify adverse supplier performance to Parts Purchasing, discuss with supplier representatives and their senior personnel, formulate recovery plans and report planned remedial action to local management.
  • Negotiate with supplier, the finance for ‘special transport’ to ensure costs are kept to an absolute minimum consistent with maintaining the supply of components in support of customer requirements. Obtain appropriate authorisations and confirm to suppliers.
  • Where quality problems threaten continuity of parts supply, raise rework requests, organise rework required, obtain suppliers authorisation for cost where applicable to enable release of goods not conforming to Engineering specifications.
  • Raise concession or quarantine documentation for components not in line with engineering drawings and obtain relevant Engineers approval.
  • Assist other departments as required: Accounts Department in the resolution of invoice queries, e.g. G.R.N. numbers, part numbers, non-payment etc.
  • Highlight possible discrepancies relating to parts and parts supply e.g. incorrect model/supplier codes, book off etc.
  • Instigate Stores searches for mislaid consignments and stock, prioritising off loading/shortages, provide component support to production areas to support build programmes.
  • Use of P.C. (particularly Word, Outlook and Excel) producing written reports in relation to parts supply issues
  • Support Country of Origin documentation for all parts to be exported beyond the EU


Qualifications & Experience:

  • Educated to degree level
  • Relevant experience within purchasing function within the Automotive Industry
  • Product and Market knowledge
  • Ability to generate own reports and metrics including the use of macros and other advances functions within MS Excel and Access
  • Sound analytical ability to be able to understand and analyse large quantities of complex data, and be able to present data and findings to audiences at all levels
  • Working understanding of logistics and global distribution
  • Ability to communicate at all levels both internally and externally and with all departments
  • Team player, ability to integrate and lead problem solving initiatives
  • The role requires a self-starter to be able to work under their own initiative often delivering finished projects and business solutions to the management team.
  • The individual is required to work within Parts Operations not simply to maintain and achieve current service levels, but to actively inform and develop business strategy and innovation within the function and available resource.
  • To drive business efficiencies at every opportunity.
  • Prompt and up to date reporting of all backorder data, ensuring accuracy and timely information being available to support customers and business requirements
  • Ability to manage and prioritise heavy workloads and demands.