Job Purpose
The Spare Parts Executive is responsible for the end-to-end management of spare parts procurement, inventory control, order processing, logistics coordination, and customer support. The role ensures the timely availability and delivery of spare parts required for vessel attendances, crane maintenance, breakdown services, planned maintenance, and project execution.
The incumbent works closely with customers, service engineers, suppliers, freight forwarders, customs agents, and internal departments to ensure efficient spare parts management while maintaining cost control, inventory accuracy, and high customer satisfaction.
Key Responsibilities
- Manage customer spare parts enquiries and prepare quotations.
- Coordinate with service engineers to identify correct spare parts and technical specifications.
- Source spare parts from OEMs and approved suppliers.
- Obtain quotations, evaluate pricing, lead times, and quality, and issue Purchase Orders.
- Monitor supplier performance and ensure timely deliveries.
- Maintain inventory records and optimum stock levels.
- Receive, inspect, label, and store incoming materials.
- Coordinate domestic and international shipments.
- Prepare commercial invoices, packing lists, delivery challans, shipping instructions, and export/import documentation.
- Track shipments and communicate delivery status to customers.
- Coordinate urgent spare parts dispatches for vessel breakdowns and service attendances.
- Maintain ERP records for procurement, inventory, and dispatch activities.
- Support stock verification, inventory audits, and reconciliation.
- Generate inventory, procurement, and supplier performance reports.
- Ensure compliance with company procedures and quality standards.
Qualifications
- Bachelor's Degree/Diploma in Mechanical Engineering, Electrical Engineering, Supply Chain Management, Commerce, or equivalent.
- Minimum 5-7 years of experience in spare parts procurement, inventory management, or logistics.
- Experience in Marine, Port Equipment, Offshore, Heavy Engineering, Material Handling Equipment, Ship Repair, or Crane Industry is mandatory.
- Experience handling international procurement and logistics will be preferred.
Technical Skills
ERP systems, Microsoft Excel, procurement, inventory management, vendor management, logistics coordination, import/export documentation, warehouse operations.
Soft Skills
Communication, negotiation, analytical thinking, problem solving, customer focus, time management, teamwork, and attention to detail.
Key Performance Indicators (KPIs)
- Quotation turnaround time
- On-time purchase order processing
- Supplier on-time delivery
- Inventory accuracy
- On-time shipment dispatch
- Reduction in emergency purchases
- Customer satisfaction
- Documentation accuracy
