Spare Parts & Warranty Coordinator

Sinoboom UK; East Midlands; On-site; GBP 26,000 - 38,000; Full time

Job summary

Sinoboom UK Ltd is seeking a Spare Parts & Warranty Coordinator to manage parts receiving, storage and SAP updates for the UK operation. You will coordinate with Sales, Service, Finance and Headquarters to ensure accurate warranty handling, stock control and timely claims processing across the business.

Priority is given to accuracy, traceable records and continuous improvement of spare parts and warranty processes.

Qualifications

• Experience in spare parts, after-sales or warehouse coordination.
• Strong attention to detail and accuracy with inventory and invoices.
• Ability to liaise with multiple internal teams and customers.
• Good working knowledge of SAP/ERP and MS Excel.

Responsibilities

• Spare parts receiving, packing, dispatch and records.
• Maintain SAP stock levels and perform cycle counts.
• Process spare parts orders and support invoicing with Finance.
• Coordinate warranty claims and liaise with customers and HQ.
• Prepare and submit subsidiary expense claims to Headquarters.
• Provide regular reports on inventory, warranty and claims.

Skills

Attention to detail

Inventory management

Cross-functional coordination

English communication

Tools

SAP

ERP systems

Microsoft Excel

Job description

Job Title: Spare Parts & Warranty Coordinator

Company: Sinoboom UK Ltd

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, finance administration or a similar coordination role is preferred.
• Strong attention to detail and a high level of accuracy when handling inventory, orders, invoices and financial information.
• Good organisational skills, with the ability to manage multiple orders, warranty cases and expense claims simultaneously.
• Strong communication and cross-functional coordination skills.
• Good working knowledge of Microsoft Office, particularly Excel.
• Previous experience with SAP, ERP or inventory management systems is preferred.
• Good written and verbal English communication skills are required.
• Mandarin Chinese language skills are highly desirable, particularly for communication and coordination with Sinoboom Headquarters in China.
• Responsible, proactive and able to work effectively both independently and as part of a team.
• Accuracy and attention to detail
• Inventory and data management
• SAP / ERP system administration
• Cross-functional and cross-cultural communication
• Problem solving and follow-up
• Planning and organisation
• Time management and multitasking
• Accountability and ownership

At Sinoboom, we believe that diversity, equity and inclusion are essential to building a successful and sustainable workplace. We are committed to creating an environment where everyone feels valued, respected and included, regardless of their background, identity or experience.

We recognise that a diverse workforce brings different perspectives, experiences and ideas, helping us strengthen collaboration, innovation and creativity.

Sinoboom is committed to providing equal opportunities and to maintaining a workplace free from discrimination. We value the differences that make each of us unique and encourage an inclusive culture built on mutual respect, open communication and collaboration.

We are committed to creating a workplace where our people can contribute, develop and reach their full potential.