Parts and Warranty Manager

 

The Parts and Warranty Manager is responsible for the efficient, professional, and cost-effective management of the Company’s parts, warranties, and client service functions. This role includes sourcing suppliers, managing inventory, overseeing daily department operations, and maintaining strong client relationships — including over-the-counter, workshop, and warranty clients.

Key Responsibilities

Parts & Warranty Management

• Oversee and coordinate all parts and service-related activities, ensuring accurate record-keeping and operational efficiency.
• Manage the daily functions of the parts department.
• Source and order parts at competitive prices while ensuring product quality and correct specifications to optimize gross profit.
• Open and close job cards in line with SOPs.
• Monitor weekly parts availability and manage inventory accordingly.
• Handle all parts sales, invoicing, receiving, and dispatch processes.
• Submit all warranty claims promptly and follow up on approvals.
• Maintain detailed service and warranty records for accurate tracking and reporting.
• Conduct monthly spot checks and bi-annual full stock counts.
• Handle client interactions professionally, addressing concerns and collaborating with the General Manager on issue resolution.
• Maintain clean and organized workspaces in line with company housekeeping standards.

Procurement & Financial Oversight

• Ensure compliance with all daily, weekly, and monthly reporting and operational deadlines.
• Work within company policies and procedures at all times.
• Manage parts and tools inventory, including order tracking, supplier quotes, and invoice approvals.
• Forecast inventory needs and negotiate with suppliers for optimal pricing and delivery.
• Oversee procurement, receipt, and control of parts and equipment stock.

Fleet Coordination

• Coordinate with internal departments to align vehicle servicing schedules with parts availability.
• Verify parts usage during services; return unused or incorrect parts to inventory or suppliers.
• Keep detailed service histories and ensure accurate documentation is filed accordingly.

Health & Safety Compliance

• Conduct routine checks to support the safe and efficient functioning of the parts department.
• Ensure all health and safety protocols are followed during sales and service activities.

Communication & Reporting

• Maintain a professional and respectful relationship with all departmental heads.
• Respond to service inquiries and complaints in a timely and courteous manner.
• Submit regular progress updates, maintenance logs, and status reports.
• Ensure all job cards, work orders, and related documents are properly completed, signed, and submitted.
• Accurately record staff site hours for operational tracking.
• Review reports generated by team members for accuracy and action.

Human Resources & Leadership

• Train staff in parts, service, and warranty procedures.
• Conduct annual performance evaluations for direct reports.
• Address employee relations matter promptly and fairly.
• Set team KPIs, monitor ongoing performance, and implement improvements where necessary.
• Provide regular performance reports and highlight any corrective actions required.
• Maintain a flexible work schedule as needed.

Required Experience & Qualifications

• 5–7 years' experience in a similar role within the agriculture or construction equipment industry.
• In-depth understanding of agricultural mechanisation equipment, parts, and warranty processes.
• Experience managing workshop or service operations.
• Strong understanding of procurement, inventory, and supply chain principles.
• Competent in budget management and preventative maintenance planning.
• Familiarity with health, safety, and hygiene standards.
• Proven problem-solving, leadership, and decision-making skills.
• Valid driver’s license and reliable vehicle.

Computer Literacy

• Intermediate knowledge of Microsoft Office Suite (Excel, Word, Outlook) preferred.

Personal Attributes

• Professional, presentable, and confident communicator (written and verbal).
• High attention to detail and accuracy.
• Capable of working independently and collaboratively.
• Organized, systematic, and proactive.
• Strong ethical standards and integrity.
• Resilient under pressure and deadline-driven.
• Natural leadership ability with team-building skills.
• Honest, reliable, and safety-conscious.
• Willingness to undergo and pass job-related medical evaluations (e.g. working at heights).