Parts Secretary

Job Purpose

The Parts Secretary is responsible for handling customer enquiries, preparing quotations, processing accepted quotes into sales invoices, managing customer purchase orders, and supporting counter operations as required. The role ensures timely communication with customers, accurate documentation, and effective coordination of orders and service-related requests.

Key Responsibilities

• Attend to customer enquiries received by telephone, WhatsApp, email, and walk-in interactions in a professional and timely manner.
• Convert customer enquiries into accurate quotations, including product pricing, availability, and any relevant order details.
• Process accepted quotations into sales invoices for walk-in customers and credit customers.
• Manage customer purchase orders, ensure fulfilment of orders, and update customer files with the required supporting documents.
• Coordinate special orders for customers and service-related requirements, including arranging orders and notifying customers when items arrive.
• Refer technical issues, complaints, and technical enquiries to the appropriate supervisor or manager for further assistance.
• Assist at the counter when counter staff are unavailable due to annual leave, sick leave, out-of-town rotation, or other absences.

Required Skills and Competencies

• Strong customer service and communication skills.
• Ability to prepare quotations and handle sales documentation accurately.
• Good organizational skills and attention to detail.
• Ability to coordinate orders and follow up with customers effectively.
• Professional judgement in escalating technical issues and customer complaints.
  

Requirements

• 5 CESC/CXC Subjects including Mathematics & English. 
• 2-3 years experiences in sales support, administration or customer service. 
• Knowledge of equipment parts or inventory systems would be an asset.