Job Description + KPI Sheet
Spares Planning & Coordination ExecutiveJob Description
Position Overview:
The Spares Planning & Coordination Executive is responsible for spares production planning, managing customer spares inquiries, maintaining dispatch coordination, and updating key business trackers. The role ensures effective coordination with Production, Purchase, and Stores teams to achieve timely spares availability and dispatch performance.
Key Responsibility Areas (KRAs)
1. Production Planning for Spares
- Review open sales orders and define dispatch timelines.
- Review order projections, check stock availability, and raise production orders for shortfall items.
- Review spares forecasts and generate production orders for replenishment.
- Conduct spares review meetings with Production, Purchase, and Stores to ensure TAT achievement.
2. Customer Spares Call Handling & Chat Bot Updates
- Attend all customer calls related to spares.
- Update call details promptly in the CRM system.
- Assign spares requirements to Spares Sales in CRM.
- Follow up for quotation status and update customers accordingly.
3. Internal Follow-Up on Spares Quotations
- Follow up with the spare’s quotation team for timely closures.
- Track pending quotations and ensure ageing is minimized.
- Respond promptly to all related emails and calls.
4. Daily Dispatch Coordination
- Share daily spares dispatch targets with Stores.
- Review dispatch status and identify delays.
- Ensure accountability for non-delivery cases.
5. Tracker Maintenance
- Update Orderbook Tracker daily.
- Maintain Combined Shortage Tracker and Cash Flow Tracker.
- Maintain Daily Revenue Tracker (monthly view).
6. Email Management
- Respond to customer and internal emails within defined timelines.
- Ensure zero pending critical emails.
7. Meetings & Data Preparation
- Participate in internal review and coordination meetings.
- Prepare required data, trackers, and reports for leadership review.
- Maintain accuracy and completeness of data submitted.
KRA
KPI
Target
Measurement Method
Production Planning (22%)
Accuracy of Spares Production Planning
≥ 95%
Planning accuracy report
Production Order Timeliness
100% same-day
Daily PO log
Spares Forecast Review Compliance
Weekly
Meeting minutes
Achievement of Spares Delivery TAT
≥ 90%
TAT report
Customer Spares Handling (22%)
Customer Call Response Rate
100%
Call log
Chat Bot Update Timeliness
Within 10 minutes
Chat Bot audit
Assignment of Spares Requirements
100% same-day
Chat Bot log
Customer Update Accuracy
≥ 95%
Audit & feedback
Internal Follow-Up (11%)
Closure of Spares Quotations
95% within TAT
Ageing report
Email/Call Response Time
≤ 6 hours
Audit
Daily Pendency Review
100%
Dashboard
Dispatch Coordination (11%)
Dispatch Target Communication
Before 11 AM
Stores log
Non-Delivery Cases
≤ 2%
Dispatch report
Delay Accountability Reporting
100%
Daily update
Tracker Maintenance (11%)
Orderbook Tracker Update
Daily before 6 PM
Tracker audit
Combined Shortage Tracker
Daily update
Shortage report
Cash Flow Tracker Accuracy
≥ 98%
Finance validation
Daily Revenue Tracker
100% accuracy
Finance audit
Email Management (11%)
Email Reply SLA
Within 24 hours
Timestamp audit
Zero Pending Critical Emails
100%
Daily review
Meetings & Data Prep (12%)
Meeting Participation
100%
Attendance
Data Prepared Before Meeting
100%
Manager review
Quality of Data
≥ 95% accuracy
Supervisor feedback
Pay: ₹200,000.00 - ₹350,000.00 per year
Work Location: In person
