Parts Sales Specialist

Department: Earthmoving European Service Station

Reports to: Parts Manager

Work Location: Based at Regional Tier 1 or Tier 2 Hubs (e.g., Frankfurt, Manchester, Rotterdam, Milan, Warsaw, Paris).

Job Summary The Parts Order Specialist serves as the central commercial and administrative processing hub for the European parts business. Acting as the critical "Parts Counter," this role is responsible for receiving, processing, and tracking spare parts orders generated by both frontline Field Service Representatives (PSSRs) for Top VIP accounts, and authorized dealers. This position ensures that all parts demands are accurately captured in the system, driving flawless order-to-cash execution and freeing up frontline PSSRs to focus entirely on customer relationships and field repairs.

Key Responsibilities

• Order Processing & System Management
• Order Entry: Accurately receive and input parts purchase orders from dealers and internal requisition orders from PSSRs into the company’s ERP/LTC system in a timely manner.
• Quotation Preparation: Prepare and issue official parts quotations to dealers and end-customers based on the pricing guidelines set by the Parts Manager.
• Order Tracking: Monitor the end-to-end lifecycle of parts orders, from initial entry to picking, dispatch, and final delivery confirmation.
• Communication Hub: Act as the primary point of contact for dealers and PSSRs regarding parts availability, pricing inquiries, order status updates, and Estimated Times of Arrival (ETAs).
• Backorder Management: Proactively communicate with customers/dealers regarding parts shortages or backorders, and collaborate with the Parts Planner to provide alternative solutions or expedited timelines.
• Returns & Claims: Handle parts return requests and process administrative claims for damaged or incorrect parts deliveries in accordance with company policy.
• Cross-Functional Coordination
• Warehouse Liaison: Work closely with the Warehouse Keepers to prioritize urgent picking and packing for VIP "Machine Down" (AOR - Aircraft on Ground equivalent) emergency orders to ensure the 12-hour fulfillment SLA.
• Billing & Invoicing: Coordinate with the finance department to ensure proper invoicing and billing documentation is generated upon parts dispatch.

Qualifications & Requirements

• Education
• Associate’s degree or equivalent in Business Administration, Logistics, Supply Chain, or a related field.
• Work Experience
• 2-3 years of experience in parts sales, order processing, customer service, or after-sales administration, preferably in the automotive, commercial vehicle, or construction machinery industry.
• Professional Skills & Knowledge
• System Proficiency: Strong experience working with ERP systems (e.g., SAP, MS Dynamics) and CRM tools. Highly proficient in data entry with meticulous attention to detail.
• Customer-Centric: Excellent customer service and communication skills, with the ability to handle urgent inquiries and manage customer expectations effectively.
• Product Familiarity: Basic understanding of mechanical parts and components to quickly identify and cross-reference part numbers in the electronic parts catalog (EPC).
• Mandatory: Native or full professional proficiency in the local language of the assigned hub (e.g., German, French, Italian).
• Mandatory: Business fluent English (written and spoken) is strictly required, as this role must interact with the English-language ERP system, European HQ, and cross-border logistics teams.
• Personal Attributes
• Highly organized with the ability to multitask and manage a high volume of orders under pressure.
• Collaborative team player with a strong sense of urgency.