Parts operation consultant a key part of dealership
This column is part of an ongoing series in which I highlight different positions within the dealership to educate readers on the many career opportunities in accounting, fixed operations, human resources, detailing, business development and digital marketing, to name a few.
This week I will focus on the parts operation consultant — in this case, Michael McAlister, who has worked at my Toyota dealership for two and half years.
Michael is an important member of the parts team. In addition to assisting with monitoring the flow of all automotive parts in and out of the dealership, controlling parts inventory, maintaining the security of the inventory, he also co-ordinates the merchandising and assists with the promotion of his department.
Parts sales falls into three categories: customer pay sales (parts required by the service department), warranty sales (parts covered by the manufacturer) and retail sales (parts sold over the counter to walkin customers, collision repair shops, other dealerships or to wholesale accounts).
An experienced parts operation consultant knows the correct amount of inventory to stock in order to satisfy the needs of all customers.
Stocking too much or too little has a significant impact on the dealership’s performance.
In some cases, Michael orders parts months in advance in order to take advantage of volume discounts and to ensure that an adequate supply of parts are available when they are needed. For example, winter tires and windshield wiper fluid fall into this category; these items are ordered months in advance.
Michael’s largest customer base, by far, is the service technicians at our dealership. Every day, technicians request oil filters, brake systems, clamps, hoses, shocks and hundreds of other parts and accessory items for maintenance and repairs.
With so much inventory flowing in and out of the dealership at any one time, it is essential to monitor and analyze all of that activity. Michael (and his fellow parts consultants) review daily, weekly and monthly activity, paying close attention to sales trends and areas of concern. When Michael spots an area that requires further attention, he reacts quickly.
Upon request, Michael helps to prepare and discuss reports that show month-to-date, or year-to-date parts sales activity. These reports provide comprehensive snapshots of the ongoing operations of the parts department.
What specific skills are required for Michael to perform his role? Strong communication and listening skills are essential, as he spends most of the day communicating with co-workers, customers, manufacturer reps, and staff members.
Michael must be good at time management and proficient with computers. Parts are ordered online using special B2B software, which allows parts staff like Michael to track all of his purchases and to manage all aspects of the parts department.
Michael’s smartphone plays a critical role in his day-to-day responsibilities. He uses it to receive calls and answer customers’ questions, send quotes, co-ordinate deliveries, accept payment for parts and communicate with colleagues at the dealership.
Even with a computer and smartphone at his disposal, Michael relies heavily on notetaking throughout the day. He jots down everything that is important and later enters that information into his computer.
To stay current with new trends and parts, Michael is a constant learner. He attends courses offered by Toyota University, which involves in-class instruction about counter sales, wholesale trends, problem solving and the newest automotive parts.
From the moment he arrives at work until it is time to leave, Michael’s day is extremely active as he manages his many responsibilities.
Many young people who are attending school now are unsure of their future career. They owe it themselves to explore the retail car industry — in particular the parts side of the business.
Dealerships offer great opportunities for those with the right skills and work ethic to establish a fulfilling career in a dynamic and fast-changing industry. This column represents the views and values of the TADA. Write to president@tada.ca or go to tada.ca.
Susan Gubasta is president of the Trillium Automobile Dealers Associa- tion and is president/CEO of Mississauga Toyota. For information about automotive trends and careers, visit carsandjobs.com.