Parts Coordinator

The Parts Coordinator is responsible for the accurate inspection, administration, crediting, and return of worn cores, as well as the administration and inventory control of Non-CAT items. The role also coordinates the Parts Excellence Program and works closely with Warehouse, Finance, Service Warranty, Sales, customers, and other internal teams to ensure timely processing, accurate reporting, inventory availability, and compliance with established procedures.

KEY RESPONSIBILITIES:

• Inspect returned worn cores accurately in accordance with the latest Core Acceptance Criteria (CAC).
• Ensure correct and timely credit refunds based on CAC inspection results.
• Coordinate with the Warehouse team to ensure credited cores are properly labelled, stored, and binned.
• Complete and maintain all worn-core documentation, including Core Acceptance Reports (CARs).
• Ensure copies of credit notes are shared with customers promptly.
• Prepare and process shipments through Manpro, maintaining a minimum shipment value of USD 200,000.
• Coordinate with the Warehouse team on picking, packing, and shipping of worn cores in accordance with CAT procedures.
• Follow up with the Service Warranty Coordinator regarding vendor numbers for warranty-returned worn cores.
• Ensure commercial invoices, Bills of Lading, and Terex releases are submitted to Finance for posting in ECODA.
• Closely follow up with customers on the return/attrition of major components.
• Ensure credits and debits received from Group are accurately posted to the appropriate Reman accounts.
• Take timely corrective action based on worn-core shipment results.
• Coordinate twice-yearly training for Warehouse Clerks on preliminary worn-core inspections at branches and maintain an annual training schedule.
• Conduct twice-yearly training for Sales teams on the Reman business.
• Coordinate quarterly reviews of the Parts Excellence Program.
• Administer Non-CAT items, including ordering, inventory control, replenishment, and stock management.
• Prepare demand plans for Non-CAT items.
• Participate in the departmental role-rotation program and develop knowledge across multiple departmental functions to provide effective back-up support when required.
• Undertake any other duties, projects, or assignments delegated by the Parts Operations Supervisor and/or Product Support Sales Manager.

KEY COMPETENCIES:

• Strong attention to detail and accuracy.
• Good knowledge of parts operations, inventory control, and warehouse processes.
• Strong coordination and follow-up skills.
• Good numerical and analytical skills.
• Ability to manage documentation and reports accurately and on time.
• Strong communication and customer-service skills.
• Ability to work effectively with Warehouse, Sales, Service, Finance, and other departments.
• Good planning, organization, and time-management skills.
• Ability to manage multiple tasks and meet strict deadlines.
• Proficiency in Microsoft Office and relevant parts/inventory systems.
• Ability to learn and perform multiple departmental functions through role rotation.
• Strong teamwork and problem-solving abilities.

 

REPORTING REQUIREMENTS:

The position is responsible for preparing and following up on;

• Weekly: Non-CAT Back Order Tracking Reports.
• Weekly: Mine-site special worn-core reconciliation.
• Bi-weekly: Outstanding worn-core reports and follow-up on cores not yet returned.
• Monthly: Worn-Core Inventory Report for Finance.
• Monthly: Direct Purchase List.
• Monthly: Non-CAT surplus and excess stock report, including action plans for stock depletion.
• Quarterly: Parts Excellence Program review.
• Other reports as required by the Parts Operations Supervisor and/or Product Support Sales Manager.

PERFORMANCE TARGETS:

• Worn-core inspection and crediting completed within 3 days or less.
• Inspection acceptance rate by lines: ≥98%.
• Shipment acceptance rate by value: ≥98%.
• Attrition rate by lines: <5%.
• Annual shipment-to-return ratio: ≥4.
• High-risk Non-CAT inventory value: ≤10%.