Parts Supervisor

JOB DESCRIPTION

Job Title:

Parts Supervisor -

Heavy-Duty Automotive Workshop Department:

Parts & Inventory /

Stores Reports To:

Workshop Manager / Operations Manager (functional liaison with Procurement, Finance, and Customer Service)

Supervises:

Parts Clerks, Inventory Clerks, Store Assistants Job Purpose The Parts Supervisor is responsible for the efficient management, control, and availability of all spare parts and consumables required for the maintenance and repair of heavy-duty vehicles and equipment. The role ensures accurate inventory control, timely issuing of parts, supplier coordination, and cost accountability , supporting uninterrupted workshop operations. Key Duties & Responsibilities 1. Inventory & Stores Management Supervise daily operations of the parts store for heavy-duty vehicles (buses, trucks, trailers, heavy equipment). Maintain accurate inventory records, bin locations, and stock levels. Conduct regular stock counts (daily spot checks, monthly/quarterly stock-takes). Monitor fast-moving, critical, and safety-related parts to prevent downtime. Ensure proper storage, labeling, and handling of parts and hazardous materials. 2. Parts Issuing & Control Authorize and supervise issuing of parts to mechanics and technicians. Ensure parts are issued against approved job cards or work orders. Monitor usage trends and investigate variances, shortages, or losses. Enforce parts accountability and return procedures for unused items. 3. Procurement & Supplier Coordination Prepare and submit purchase requisitions for parts and consumables. Liaise with suppliers, dealers, and manufacturers to source correct parts. Track lead times, back-orders, warranties, and delivery schedules. Verify received parts against purchase orders and delivery notes. Escalate supply delays that may affect vehicle availability. 4. Systems, Records & Documentation Ensure accurate data entry into inventory/workshop management systems. Maintain up-to-date records for parts issued, received, returned, and written off. Support costing and invoicing through accurate parts documentation. Assist with audits and provide inventory reports when required. 5. Supervision & Staff Management Supervise, train, and mentor parts and inventory staff. Allocate duties, manage workloads, and ensure coverage during absences. Enforce workplace discipline, safety, and standard operating procedures. Participate in performance reviews and recommend training needs. 6. Cost Control & Compliance Monitor stock valuation, obsolete stock, and slow-moving items. Recommend stock rationalization and disposal where appropriate. Ensure compliance with safety, environmental, and company policies. Support fraud prevention and internal control measures. 7. Health, Safety & Housekeeping Ensure safe handling and storage of heavy components and fluids. Enforce use of PPE and safe lifting practices. Maintain a clean, organized, and compliant parts store environment. Report hazards, incidents, or near misses promptly. Key Working Relationships Workshop Manager & Supervisors Mechanics, Technicians, and Engineers Procurement & Finance Departments Suppliers and Authorized Dealers Customer Service / Costing Teams Qualifications & Experience Minimum Requirements Diploma or Certificate in Automotive Parts Management, Logistics, Supply Chain, or a related field . Minimum 3-5 years' experience in a parts or stores role within a heavy-duty automotive or mechanical workshop . At least 1-2 years' supervisory or lead experience preferred. Technical Knowledge Strong knowledge of heavy-duty vehicle parts (engines, drivetrains, braking systems, suspension, electrical components). Familiarity with OEM and aftermarket parts. Experience using inventory or workshop management systems. Skills & Competencies Strong organizational and inventory control skills Attention to detail and high level of accuracy Ability to read job cards, parts manuals, and technical references Effective supervision and communication skills Problem-solving and decision-making ability Integrity, accountability, and reliability Ability to work under pressure and meet operational deadlines Physical & Work Environment Requirements Ability to work in a workshop and storeroom environment Ability to lift and handle parts (within safety guidelines) May require extended hours to support operational demands Performance Indicators (KPIs) Parts availability and downtime reduction Inventory accuracy and stock-take results Compliance with issuing and procurement procedures Cost control and reduction of wastage Staff performance and discipline within the parts unit