Spare Parts Order Management Specialist

Role: Spare Parts Order Management Specialist

(Agency-based deployment)

The Agency shall ensure that personnel deployed as Spare Parts Order Management Specialists meet the following service-level standards:

Order Processing Accuracy – 40%

Service Standard:

Maintain at least 98% accuracy in processing and validating dealer spare parts orders, including correct part number confirmation and complete order documentation.

Measurement:

Error-free processed orders ÷ Total processed orders × 100

Backorder & Escalation Management – 25%

Service Standard:

100% documented follow-ups on backorder items within 24 hours of identification and resolution of dealer order escalations within 48 hours.

Measurement:

Timely backorder follow-ups ÷ Total backorders;

Escalations resolved within 48 hours ÷ Total escalations

Warehouse & Process Coordination – 20%

Service Standard:

Ensure at least 95% compliance with agreed order-to-dispatch timelines based on warehouse SLA reports and 100% adherence to documented order process flow.

Measurement:

Orders processed within SLA ÷ Total orders processed

Reporting Compliance – 10%

Service Standard:

100% timely submission of required weekly and monthly order performance reports and updated backorder trackers.

Measurement:

Reports submitted on time ÷ Total required reports

Documentation Accuracy – 5%

Service Standard:

Maintain at least 99% completeness and accuracy of logs, trackers, and order documentation for audit readiness.

Measurement:

Complete and accurate documentation records ÷ Total records reviewed

Shape

JOB DESCRIPTION

Spare Parts Order Management Specialist

The Spare Parts Order Management Specialist provides operational support for spare parts order processing, validation, backorder monitoring, and coordination with warehouse and internal stakeholders. The role ensures timely and accurate handling of dealer spare parts transactions in accordance with agreed service-level standards.

Key Responsibilities

Order Processing

Review and validate dealer spare parts orders for completeness and correctness.

Ensure correct part number matching before order confirmation.

Process orders within defined timelines.

Provide timely order status updates to dealers.

Backorder Monitoring

Maintain and update backorder tracker regularly.

Conduct timely follow-ups with warehouse or suppliers on pending items.

Respond to dealer order-related escalations within agreed timelines.

Document all backorder communications and resolutions.

Warehouse Coordination

Coordinate with warehouse team to confirm order release and dispatch status.

Ensure adherence to prescribed order-to-dispatch procedures.

Escalate systemic process issues through proper reporting channels.

Reporting & Documentation

Submit weekly and monthly order performance reports.

Maintain accurate logs, trackers, and order records.

Ensure documentation is complete and audit-ready.

Qualifications

Education

Bachelor's Degree in Business Administration, Supply Chain Management, Logistics, or related field;

OR

At least 2–3 years relevant experience in spare parts, warehouse coordination, or order processing in lieu of degree.

Experience

Minimum 2–3 years experience in spare parts operations, order management, or automotive distribution.

Experience coordinating with warehouse and dealer networks preferred.

Skills

Strong attention to detail and data accuracy.

Basic understanding of inventory and order processing systems.

Good coordination and communication skills.

Proficient in MS Office (Excel reporting required).

Process-oriented and organized.

Other Requirements

Able to work within defined service-level standards.

Comfortable handling multiple dealer transactions daily.

Detail-oriented and compliance-focused.