Spare Parts & Warranty Coordinator

Job Title: Spare Parts & Warranty Coordinator

Location: Derby, UK

Company: Sinoboom UK Ltd

Department: After-Sales Service / Operations Support

Role Overview

The Spare Parts & Warranty Coordinator is responsible for the day-to-day administration and coordination of spare parts operations within Sinoboom UK, including parts receiving, dispatch, inventory control and timely SAP system updates.

The role also supports spare parts sales and invoicing, coordinates customer warranty claims, and manages the preparation and follow-up of relevant after-sales and operational expense claims submitted by Sinoboom UK to Sinoboom Headquarters.

This position acts as a key link between customers, Sales, Service, Finance, warehouse operations and Headquarters, ensuring that spare parts, inventory, warranty and expense claim activities are processed accurately, efficiently and with full traceability.

Key Responsibilities

1. Spare Parts Receiving & Dispatch

• Receive, check and record incoming spare parts deliveries.
• Pick, pack and arrange dispatch of spare parts according to customer and internal requirements.
• Verify part numbers, quantities and supporting documentation to ensure accurate goods movements.
• Maintain an organised spare parts storage area and ensure parts can be easily identified and traced.
• Coordinate with relevant colleagues to ensure timely delivery of spare parts to customers and service engineers.

2. Inventory & SAP Management

• Record all spare parts receipts, dispatches, returns and stock adjustments promptly and accurately in SAP.
• Maintain accurate and up-to-date inventory records and ensure SAP stock levels are aligned with physical inventory.
• Support regular cycle counts and physical stock checks.
• Investigate stock discrepancies and coordinate corrective actions where necessary.
• Ensure all inventory movements are properly documented and traceable.

3. Spare Parts Sales & Invoicing

• Process customer spare parts orders and related internal documentation.
• Prepare the information and documentation required for spare parts sales invoicing following dispatch.
• Work closely with Finance to ensure customer invoices are issued accurately and on time.
• Track spare parts orders from receipt through dispatch and invoicing.
• Provide timely updates to customers and internal stakeholders regarding order and delivery status.

4. Customer Warranty Administration

• Receive, register and coordinate customer warranty claims.
• Collect required supporting information, including machine details, fault descriptions, photographs, service reports and parts information.
• Review warranty documentation for completeness and submit claims in accordance with company procedures.
• Liaise with customers, service engineers and relevant Headquarters departments to follow up on warranty cases.
• Maintain accurate records of warranty claims, decisions, actions and current status.
• Follow cases through to completion and ensure relevant stakeholders are kept informed.

5. Subsidiary Expense Claims to Headquarters

• Prepare and coordinate relevant after-sales and operational expense claims from Sinoboom UK to Headquarters.
• Collect and verify supporting documentation, including invoices, service records, labour costs, transportation costs, parts costs and other required evidence.
• Submit claims through the appropriate company systems and approval procedures.
• Follow up on approval, reimbursement and settlement status with Headquarters.
• Maintain accurate records of submitted, outstanding and completed claims.
• Follow up on missing documentation or delayed approvals to support timely settlement.

6. Internal Coordination & Reporting

• Work closely with Sales, Service, Finance, warehouse colleagues and relevant Headquarters functions.
• Maintain effective communication and coordination with Sinoboom Headquarters in China regarding spare parts, warranty, claims and other after-sales matters.
• Provide accurate and timely information regarding spare parts availability, orders, deliveries, warranty cases and claims.
• Prepare and maintain regular reports relating to spare parts inventory, warranty claims and expense claims.
• Escalate operational issues, stock discrepancies, delayed claims or other exceptions when appropriate.
• Support continuous improvement of spare parts, warranty and related administrative processes.
• Undertake other reasonable after-sales and operational support activities as required by the business.

Skills & Experience

• Previous experience in spare parts, warehouse administration, after-sales service, order processing,…