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.