Polaris Parts Associate

TITLE: Parts Counter-Person /Inventory Control Clerk

REVISED: 03/08

REPORTS TO: Parts Manager

POSITION SUMMARY:

Sells, at retail, parts to all available customers, over the counter, through the shop, or on the telephone. Must maintain a Customer Satisfaction Index rating at least comparable to that of the manufacturer, zone, or branch average.

ESSENTIAL DUTIES include the following.

Additional duties may be assigned.

• Assists all customers, retail and shop, in selecting required parts in a friendly, professional, and efficient manner, ensuring that the customer is exposed to the full product line. Suggest companion requirements and offer specials.
• Understands, keeps a breast of, and complies with federal, state, and local regulations that affect shop operations, such as hazardous waste disposal, OSHA Right-to-Know, etc. Reports any deviations to management.
• Maintains and wears all required safety and health personal protective equipment, including respirator, in the manner recommended by the equipment manufacturer.
• Operates all tools and equipment in a safe manner.
• Places daily parts orders.
• Stocks and posts incoming orders.
• Notifies appropriate parties when special order parts arrive.
• Updates electronic parts files.
• Maintains up-to-date parts price list.
• Compiles stock control reports such as consumption rate and current market conditions, to determine stock supply and need for replenishment.
• Provides necessary information to the warranty department to allow prompt filing or parts warranties.
• Reviews files to determine unused items and recommends disposal of excess stock.
• Ensures that all credits are received for returned parts.
• Returns parts as needed and removes from inventory after credit is received.
• Returns cores in a timely manner and follows up for receipt of credit.
• Matches purchase orders and invoices, approves, and forwards to accounting office.
• Files company copies of parts counter invoices.
• Assists in preparing for and performing annual parts inventory.
• Assists in annual parts return.
• Assists with check, insurance, and credit card processing when possible.
• Answers phone calls, providing price quotes and other information.
• Answer outside sales representatives with their orders.
• Set up orders for daily shipment, delivery, or pick-up.
• Verify "will call" and "back order" files weekly and return to vendors, or stock those items not required.
• Assist service technicians in selecting parts needed for repairs in process.
• Open a repair order envelope for all new repair orders.
• Pull purchased parts from stock.
• If the part is not in stock, determine availability and submit an emergency order if requested by the customer.
• Order parts not in stock if, after discussion with Shop Foreman, it is determined that parts are needed and will be used upon receipt or that the customer will return for the required repairs.
• Notify the Shop Foreman and the customer that ordered parts have been received.
• Ensure that before parts can be charged out, the Technician presents a duplicate copy of the repair order and a parts requisition. File the requisition copy in the repair order envelope.
• Be friendly, professional and efficient when working with all customers, both on the telephone and in person.
• Reviews body shop estimates to be sure the parts are ordered are correct and all pricing is in line with the estimate.
• Provides high level of service to internal and external customers.
• Organizes and maintains the parts department in the most efficient layout.
• Maintains logical locations for all parts and notes location in computer by part number.
• Monitors and tracks obsolescence accruals, utilizing all available obsolescence return accruals at time of return.
• Uses and monitors an efficient stock ordering system.
• Processes obsolete parts returns on a timely basis, ensuring eligibility of parts prior to return, per supplier requirements.
• Utilizes all available discounts without exceeding stocking parameters.
• Pulls and fills purchased parts orders from stock.
• Notifies parts manager of out-of-stock parts or shop materials that need immediate attention.
• Locates out-of-stock parts from outside source and submits an emergency order, if necessary.
• Notifies the service manager and the customer when special ordered parts have been received.
• Notifies the body shop when all parts have arrived and when they will be delivered.
• Pulls orders for delivery to body shop, making sure all parts are tagged with customer names and job number.
• Follows up on back-ordered parts.
• Verifies will-call and back-order files weekly and returns to vendors, or stocks those items not picked up or required.
• Replenishes assigned inventory daily.
• Assists outside sales representatives with their orders.
• Tracks lost sales.
• Verifies accuracy of cost-of-sale additions on outside and/or non-system purchases.
• Provides claim information to accounting on timely basis to establish receivables.
• Investigates and resolves any inventory discrepancies by month-end.
• Sources/verifies service and body shop work-in-process reports at month-end.
• Maintains a special order system and ensures proper information flow regarding special orders to all involved parties.
• Makes sure all internal requests for parts are billed on service repair order.
• Receives payment from retail customers or obtains credit authorization.
• Ensures that all charge sales are signed by the customer.
• Ensures that all customers receive their copy of the invoice.
• Issues credit for parts returned, ensuring that the original invoice, or its number, is available so that purchase and pricing can be verified. Any exceptions must be approved by the Parts or Business Manager
• When making tax-exempt sales other than to a charge or cash account, ensure that the customer's full name, address, ICC number, and signature is obtained.
• Present the customer with a copy of the invoice after removing the dealership copy.
• When doing business with regular cash customers, ensure that their "cash account" numbers are recorded to assure proper customer tracking.
• When a credit card is declined, notify the credit department. If they are not available, either decline to charge the purchase or release the credit hold in accordance with the dealership's guidelines.
• Advise Parts Manager when areas of the department are not in satisfactory condition.
• If customers pay by invoice, obtain the following information: Form of payments (if by check, include check number), amount of payment, received by (your name), date, and any change given.
• Issues and tracks requested shop tools to technicians.
• Keeps orderly records of all repair orders, invoices, insurance estimates, and special order parts.
• Sets up orders for daily shipment, delivery, or pick-up.
• Solicits assigned accounts by phone.
• Keeps front and rear counter areas clean and uncluttered.
• Keeps current on new products and product updates.
• Participates in all training programs that are made available.
• Cleans computer terminals and printers daily, or as needed.
• Count, weigh, or measure items in incoming and outgoing shipments to verify information against bills of lading, invoices, orders, and other records.
• Determine method of shipment utilizing knowledge of shipping procedures, routes, and rates.
• Affix shipping labels on packed cartons, or stencil identifying shipping information on cartons, using stenciling equipment.
• Assemble wooden or cardboard containers, or select pre-assembled containers.
• Nail covers on wooden crates and bind containers with metal tape, using strapping machine.
• Stamp, stencil, or glue identifying information and shipping instructions onto crates or containers.
• Post weights and shipping charges, and affix postage.
• Unpack and examine incoming shipments, reject damaged items, record shortages, and correspond with shipper to rectify damages and shortages.
• Ensure that outgoing shipments meet specifications.
• Direct others in preparing outgoing and receiving income shipments.
• Receive damaged or defective goods returned to establishment and be designated Returned Goods, Receiving Clerk.
• Establishes and maintains logical locations for all parts and notes location in computer by part number.
• Establishes and maintains a system for aging special order bins.
• Develops, uses, and monitors an efficient stock ordering system.
• Completes inventory reconciliation and forwards copy to accounting at month-end.
• Tracks and monitors all billings, receivables, claims, and credits to verify accuracy.
• Assists wholesale account customers in selecting required parts or accessories in a friendly, professional, and efficient manner.
• Locates or orders parts as needed.
• Maintains and solicits wholesale accounts in person and by telephone. Keeps parts manager informed on the status of accounts.
• Receive unsold products returned by Parts Driver.
• Perform other duties as assigned.
• Maintains tools and equipment in a proper state or repair.
• Cooperates and assists other personnel in the repair and prepping of vehicles.
• Participates with the parts manager in maintaining a lost sales tracking program.
• Notifies management of any difficulties or problems that may prevent a quality job from being performed or cause a change in the promised time.
• Maintains a professional appearance.

Expectations

General Expectations

Devote himself/herself to insuring satisfaction to customers.

Determine management, production and quality requirements by asking questions and listening.

Attend company meetings as required.

Maintain a follow-up system that encourages follow through with assigned projects.

Establish personal performance goals that are consistent with company standards of productivity and devise a strategy to meet those goals.

Review and analyze actions at the end of each day, week, month, and year to determine how to better utilize time and plans more effectively.

Understand the terminology of the business and keep abreast of technology changes in products and services.

Know and understand the federal, state and local requirements which govern the company's business.

Follow lawful directions from supervisors.

Understand and follow work rules and procedures.

Participate in performance management.

Interact well with others and be a positive influence on employee morale.

Uphold the company's non-disclosure and confidentiality policies and agreements.

Work evening, weekend and holiday work hours as required.

This is not necessarily an exhaustive list of responsibilities, skills, duties,

requirements, efforts, or working conditions associated with the job. While this list

is intended to be an accurate reflection of the current job, the dealership reserves

the right to revise this functions and duties of the job or to require that additional or

different tasks be performed when circumstances change (i.e., emergencies,

changes in personnel, workload, rush jobs, or technological developments).

We reserve the right to modify this Job Description with or without notice.

I have carefully read and understand the contents of this job description. I understand the responsibilities, requirements, and duties expected of me. I also understand that this job

description does not constitute a contract of employment nor alter my status as an at-will

associate. I have the right to terminate my employment at any time and for any reason, and

the dealership has a similar right.

Associate's Name Associate's Signature Date

Supervisor's Name Supervisor's Signature Date

We Are An Equal Opportunity Employer

---