Spare Parts Counter Executive job description
A Spare Parts Counter Executive serves mechanics and walk-in customers at the parts counter of an automotive workshop or dealership. They find the right part, bill it and keep stock records correct.
Why the role exists
The parts counter decides how fast a vehicle leaves the workshop. A wrong or missing part holds a bay and annoys the customer. The executive knows part numbers, checks fitment, issues parts against job cards and keeps the stock room accurate, working with the service adviser and the workshop supervisor.
What the person does
- Identify the correct part from the vehicle model, chassis number and part catalogue, and confirm fitment with the mechanic.
- Issue parts against job cards and record every issue in the system the same day.
- Serve counter customers such as retail buyers, small garages and fleet drivers with quotes and invoices.
- Receive incoming stock, check it against the delivery note and the order, and report shortages or damage.
- Place daily and weekly orders based on stock levels, fast-moving items and pending job cards.
- Arrange the store by part number and bin location, and keep fast movers close to the counter.
- Handle returns, warranty parts and old part tags as the dealership or workshop process requires.
- Join periodic stock counts and explain differences between the system and the shelf.
Skills and tools
- Reading parts catalogues, exploded diagrams and part number supersession lists
- Dealer management or inventory software for issue, billing and stock control
- Knowledge of common wear parts, filters, lubricants, brake parts and electricals
- Basic idea of aftermarket, genuine and refurbished part grades and their uses
- Careful counting, labelling and binning of small items
- Polite and quick customer handling at a busy counter
- Simple stock planning using consumption history
- Clear dealings with vendors and transporters on short supply and delays
Education and experience
Preferred, never a bar: equivalent experience counts.
- Graduate or diploma holder preferred, or equivalent experience at an automotive parts counter or store
- Previous work in a dealership parts department or auto spares shop is useful
- Working knowledge of common vehicle makes and models sold in the local market preferred
- Comfort with inventory software and spreadsheets, or equivalent experience
How the work is judged
- Share of parts requests filled from stock at the time of the request
- Accuracy of the physical stock against system records at each count
- Time taken to supply parts to the workshop once a job card is opened
- Number of wrong part issues and returns caused by mis-identification
- Ageing stock and slow-moving items flagged to the manager in good time
Where the role can lead
- Senior Parts Executive or Parts Incharge for a full dealership store
- Parts Manager responsible for ordering, vendor terms and stock health
- Spares or supply chain role at a vehicle maker, distributor or fleet operator
Interview questions to ask
Ask every candidate the same questions in the same order and score them against written anchors, so the decision rests on the work and not the impression.
- A mechanic asks for a brake pad but is unsure of the variant. How do you confirm the right part before issuing it?
- Stock shows five pieces of a filter but the shelf has two. How do you trace the difference?
- How do you decide how much of a fast-moving part to order, and when to reorder?
- Describe how you handled a busy counter with a walk-in customer, a mechanic and a phone call together.
- A supplier delivers a part that looks different from the genuine one. What checks do you make before accepting it?
- Which parts catalogues or software have you used, and how did you look up a part by chassis number?
Hiring tips for this role
- Give a short lookup test on the catalogue or software you use. Candidates who say they know parts often cannot find a supersession or variant quickly.
- Check honesty and care with stock. A counter person controls valuable items, so use a trial period with counts and clear issue rules.
- Ask about the vehicle brands they know. Parts knowledge for two-wheelers, passenger cars and commercial trucks is quite different.
- Watch for the habit of issuing parts without a job card to oblige a mechanic. It breaks stock records and billing from the first week.
Questions about hiring a spare parts counter executive
The executive identifies and supplies parts to the workshop and to counter customers, bills them, receives and stores stock, places orders and helps keep the stock records correct. The work is both customer facing and detail heavy.
Yes, a working level. The person should read catalogues, know common parts and ask mechanics the right questions. A mechanic's background helps, but good catalogue discipline can be learnt on the job.
Often yes for daily top-up orders, with a manager approving large or slow-moving purchases. Splitting ordering from receiving between two people is a good control in a busy store.
GullyHR handles permanent hiring. We agree the job description with you, screen candidates for catalogue skill and stock discipline, and support the offer. You decide the final choice and terms.
Hiring a spare parts counter executive?
GullyHR runs talent acquisition for permanent roles. We agree the job description with you, find and screen candidates against it, and support the offer through to joining. We recruit permanent employees. We do not supply contract or temporary staff.