Spare Parts Executive

Job Purpose

Ensure the timely availability of correct spare parts for after-sales repairs by implementing effective planning, strong supplier management, cost-efficient sourcing, and proper handling of returns.

Key Responsibilities

Planning & Availability

• Forecast spare parts needs based on consumption trends and service load.
• Track availability status expected arrivals and shortage alerts.
• Recommend part alternatives when applicable.

Supplier & Sourcing Management

• Build and manage supplier network locally and internationally.
• Source parts beyond traditional channels (B2B platforms, distributors, OEM affiliates).
• Negotiate pricing, lead times, and terms; maintain updated catalogues.
• Establish and monitor supplier SLAs.

Procurement & Order Follow-Up

• Prepare purchase requests and track orders until delivery.
• Monitor backorders, update ETA, and coordinate shipment documentation.
• Maintain procurement records and supplier files.

Shipment & Cost Optimisation

• Coordinate part shipments with finished goods to reduce freight cost.
• Propose economical purchase quantities and consolidation strategies.
• Evaluate logistics cost vs urgency for best value decisions.

Financial & Risk Oversight

• Monitor stock ageing trends & flag potential obsolete items.
• Recommend mitigation: small-batch purchase, part return, liquidation, swaps.
• Assist with accuracy of parts mapping and item codes with store team.

Reverse Logistics

• Manage defective/unused part returns and warranty settlement.
• Follow up on credit notes/claims and maintain documentation.

Communication & Coordination

• Liaise with technicians, store and service advisors on parts requirements.
• Provide weekly status reports on orders, ETA and supplier performance.

Education & Experience

• Diploma/Degree in Supply Chain, Procurement, Business, or technical field.
• 1–3 years in procurement, after-sales, or parts/logistics coordination.
• Experience in consumer electronics/appliances preferred.

Skills & Competencies

• Knowledge of electronics/appliance components.
• Supplier negotiation and coordination.
• ERP/Excel proficiency for reporting and forecasting.
• Analytical, detail-oriented, and cost-conscious.
• Strong communication and problem-solving skills.