OUTSIDE PARTS REPRESENTATIVE - York

Description

PERFORMANCE EXPECTATIONS:

I. CUSTOMER RELATIONS

1. Project a positive, helpful and professional attitude toward our customer.

1. Resolve any customer disputes in a manner both beneficial to customer and OTC which adheres to the Company's mission statement (see policy information book).

1. Answer incoming customer phone calls promptly and politely.

1. Make calls by phone or in person to existing and prospective customers in the dealership’s Area of Responsibility.

E Process all paperwork involving cores to ensure credit for parts from the vendor in a timely manner.

F Continually review existing sales additions to routes for efficiency and cost effectiveness of expenses sales.

1. Submit weekly sales call reports a Parts Manager by 8 a.m. Monday.

1. Review sales reports to analyze overall and individual customer sales trends to determine increase/decreases in the marketplace and take action to improve on or make corrections as these trends dictate.

1. Define customers’ parts needs to assure highest percentage of potential business is being captured by the Company.

1. Continually review sales routes to ensure customers are being called on and new customers are being actively pursued in the market place. Minimum objective for new calls is two customers per week.

1. Promote additional sales to customers by suggesting additional parts or services related to current purchase. Also mention any specials being offered through the dealership.

1. Notify Parts Manager of any new customers; provide all necessary information including customer's business name, address, phone number and contact person's name.

M. Invoice all parts purchases, credits, etc. at time of sale. No parts will be released to customer without an invoice. Credits must be invoiced separately.

II. OUTSIDE PARTS SALES

1. Deliver parts ordered by customer.

1. Maintain an accurate inventory of the mobile warehouses assisting in physical inventory counts as necessary.

1. Review inventory on mobile warehouses and keep only parts which show movement at least once every two months.

1. Attend regular monthly meetings with the parts manager to discuss all issues pertaining to customer satisfaction and methods of increasing business in the marketplace.

1. Meet established goals and objectives set by parts manager.

1. Assist with inside sales duties on rotation schedule or when requested by parts manager.

III. DOCUMENTATION

1. Obtain sufficient information from customer or service technician to ensure correct part is specified. Note any exceptions to the norm requested by customer or service technician which would make part different than what vehicle information indicates.

1. Invoice all parts purchases, credits, etc., at time of sale. Any invoice released as cash must be collected in approved form of payment the same day. No parts will be released to customer without invoice. Record all pertinent information on invoice at time of sale, e.g., Request for Credit (RC) numbers, Receiving Record (RR) numbers, Customer Purchase Order (PO) number, shipping information, reference invoice number for credits, engine serial number, arrangement number, Control Parts List (CPL) number, or type number when selling engine parts requiring such information. Charge customers any freight charges incurred whenever possible. Ensure that all charge sales are signed by the customers. When making tax-exempt sales other than to a charge or cash account, ensure that the customer’s full name, address Interstate Commerce Commission (ICC) number and signature is obtained.

1. When issuing credit to customer for parts and/ or cores, only issue full credit to customer when vendor has determined full credit is due. If less than full credit is issued from the vendor, that amount must be credited back to the customer. Reference credit memo number on receiving record (RR) with any notations of shortage or other special circumstances. Customers should receive credits in a timely fashion, especially at month-end so credits due to them are not being withheld.

1. Obtain Request for Credit (RC) from parts processing clerk when ordering parts that will have a core charge incurred. Give all information to parts processing clerk as it becomes available, e.g., PO number, core part number, customer name, counter ticket number and amount of core charge.

1. Bill core charge to customer unless customer returns core at the time of purchase and core is acceptable. Tag any return cores from customer with all pertinent information, e.g., customer name; counter ticket number, part number. Ascertain amount of credit due to customer. Notify customer of any additional charges on cores.

1. When unable to issue credit, at the time the customer returns parts and/ or core, issue a RR with all pertinent information, e.g., customer name, counter ticket number, part number and any special information needed for processing the RR.

1. Issue Purchase Order number for all parts and/ or services which require Company payment at time of vendor order. Record all necessary information on PO at time of order, e.g., customer name, customer number, counter ticket number, part number, quantity ordered, cost and disposition code of item when received, RC number if applicable and Repair Order (RO) number if applicable.

1. Record lost sales on any item purchased locally not posted to inventory. Note lost sales on packing slip. Indicated part number lost sale was recorded on. Also record lost sale any time customer has requested something we did not sell at time of request.

1. Put any part which customer is coming to pick up in the proper location in the will call area and create a pick ticket. Put the ticket in the customer will call accordion. Check to see that there are no parts already on hold for that customer. If there are, staple pick tickets together to make sure customer receives all orders upon arrival.

IV. OTHER DUTIES

1. Project a positive, helpful and professional attitude toward management and coworkers.

1. Keep vehicle in operational condition including checking all fluids and doing inspections weekly to look for potential problems. Report any issues to the parts manager. If the issue or maintenance problem is not resolved, escalate the issue to the general parts manager.

1. Responsible for keeping vehicle clean at all times.

1. Assist with clean up inside parts department as necessary.

1. Participate in any Company sponsored training deemed necessary by management.

1. Follow all safety guidelines and report any unsafe condition or practice observed to management.

1. Control Company expenses by running route efficiently.

1. Learn the skills of other interacting positions within the department in order to fully understand all aspects of the parts department.

1. Perform any other tasks or duties as required.

V. WORKING CONDITIONS

The Outside Parts Sales Representative will be required to spend substantial time outside of the Dealership including the potential for stays on sales route. Evening, holiday and weekend work hours may be requested on a call out basis.

NOTE: This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. Management reserves the right to revise the job or to require that other of different tasks be performed when circumstances change. (i.e. emergencies, changes in personnel, workload, rush jobs, or technological developments)

Qualifications

ESSENTIAL QUALIFICATIONS FOR JOB:

A. Must be capable of lifting up to 50 lbs.

B. Must have excellent reading skills and legible handwriting:

C. Must have a valid operator’s license and good driving record.

D. Must have excellent communication skills.

All overtime to be approved by supervisor. Tardiness will not be tolerated and will be documented.

E. Must be able to travel with some overnight stays.