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Parts Advisor
Reports to: Parts Manager  ·  Supports: Workshop team and Front of House
Purpose of the role

The Parts Advisor supports the Parts Manager in keeping the workshop supplied with the right parts at the right time. They handle the day-to-day sourcing, ordering and receiving of standard parts, assist front of house with parts pricing on straightforward jobs, and help ensure the 48-hour rule is met consistently. Everything they do feeds directly into the workshop running efficiently and the customer experience being what it should be.

Who this person is

Organised, proactive and thorough. They understand that a missing part stops a job, a wrong part wastes everyone’s time, and a late part lets a customer down. They work closely with both the workshop team and the Parts Manager, communicate clearly when something is not on track, and take ownership of the tasks within their authority without needing to be chased.

Success in this role looks like
  • All standard parts ordered, chased and confirmed on site in line with the 48-hour rule
  • The Parts Manager is never caught out by a parts problem that the Parts Advisor knew about and did not flag
  • Standard parts pricing provided to front of house accurately and promptly
  • The parts area is clean, organised and correctly stocked at all times
  • All parts received are checked, logged and stored correctly without being asked
Parts sourcing and ordering
  • Source and order standard parts independently in line with the Fergies parts policy — genuine manufacturer first, OE quality second
  • Refer all complex, unusual or high-value parts requirements to the Parts Manager before ordering
  • Confirm delivery timescales on all orders placed and communicate these to the Parts Manager and workshop promptly
  • Chase outstanding orders proactively — never wait to be asked about a part that has not arrived
  • Ensure all one-use components — stretch bolts, gaskets and seals — are included on every relevant order as standard
  • Flag any parts that cannot be confirmed within the 48-hour window to the Parts Manager immediately
Goods receiving and stock management
  • Receive all incoming parts deliveries, check them against the order and inspect for damage or incorrect supply
  • Log all received parts accurately and store them correctly in the designated location
  • Flag any incorrect, damaged or missing parts to the Parts Manager immediately on receipt
  • Assist with parts returns and credits as directed by the Parts Manager
  • Keep the parts area clean, organised and correctly labelled at all times
Pricing support
  • Provide accurate parts pricing to the front of house team for standard job requirements promptly
  • Refer all complex, multi-part or unusual pricing requests to the Parts Manager
  • Never provide a parts price that has not been confirmed with a supplier — estimated pricing must be clearly flagged as an estimate and referred to the Parts Manager for sign-off before being quoted to a customer
Daily routine
Start of day
  • Review all outstanding parts orders and confirm expected delivery times
  • Check in with the Parts Manager on any priorities or concerns for the day
  • Review the workshop schedule to identify any jobs within 48 hours that still have outstanding parts
  • Flag any 48-hour rule risks to the Parts Manager immediately
During the day
  • Process incoming parts requests from the workshop team
  • Place standard orders independently and refer complex or expensive requirements to the Parts Manager
  • Receive and check all incoming deliveries — log, inspect and store correctly
  • Respond to front of house parts pricing requests for standard jobs promptly
  • Chase any outstanding orders that are at risk of missing the 48-hour window
  • Keep the parts area clean and organised throughout the day
End of day
  • Confirm all parts for the following day’s jobs are on site or have a confirmed delivery time
  • Flag any outstanding concerns to the Parts Manager before leaving
  • Leave the parts area clean, organised and ready for the following morning
  • Complete all parts logging and documentation accurately before leaving
Key performance indicators
48-hour rule support
Standard parts confirmed on site in time
100% of standard orders
Workshop delays
Jobs delayed due to missing parts
Zero avoidable delays
Goods receiving accuracy
Parts logged and stored correctly
100% — no mislaid or unlogged parts
Pricing turnaround
Standard parts pricing to FOH
Same day for standard requests
One-use parts compliance
Stretch bolts, gaskets and seals included
Never missed on a standard order
Parts area standard
Organisation and cleanliness
Clean and organised at all times
What the Parts Advisor can action independently
  • Sourcing and ordering all standard parts in line with the Fergies parts policy
  • Receiving, checking, logging and storing incoming deliveries
  • Providing parts pricing to front of house for standard job requirements
  • Chasing outstanding orders and managing delivery timescales on standard parts
  • Day-to-day organisation and maintenance of the parts area
What must always go through the Parts Manager
  • Any parts requirement that is complex, unusual, high-value or outside the standard range
  • Any pricing request for a complex or multi-part job before it is quoted to front of house or a customer
  • Any estimated price — never quoted as confirmed without Parts Manager sign-off
  • Any parts that cannot be confirmed within the 48-hour window — flag immediately, never sit on it
  • Any delivery that arrives incorrect, damaged or incomplete
  • All returns and credits with suppliers
  • Any deviation from the Fergies parts policy — genuine, OE or approved aftermarket
Parts policy — applies at every level

The Fergies parts sourcing policy applies equally to the Parts Advisor as it does to the Parts Manager. Genuine manufacturer parts first, OE quality second, approved aftermarket only when genuine and OE are unavailable. No part may be sourced purely on cost grounds if a higher-tier option is available. Any uncertainty about which tier applies must be referred to the Parts Manager before the order is placed.

Standards and expectations
  • The 48-hour rule is not the Parts Manager’s problem alone — the Parts Advisor takes full personal ownership of every standard order they place and ensures it arrives on time
  • One-use parts are never missed on a relevant order — stretch bolts, gaskets and seals are included as standard without being asked
  • All received parts are checked, logged and stored correctly on the day they arrive — never left for later
  • Pricing provided to front of house is always accurate and confirmed — estimates are flagged clearly and referred to the Parts Manager before being shared
  • The parts area reflects the Fergies standard — clean, labelled and organised at all times, not just when someone is looking
  • Communicates proactively — if something is not on track, the Parts Manager knows about it before it becomes a problem
  • Escalates without hesitation — asking is always better than guessing on a parts decision