Service Administrator - Riverhorse at Volvo Group

What you will do

The main purpose of the job is to ensure that all administration pertaining to the workshop process is dealt with efficiently.

Reporting: This role will report to the Service Manager.

Job Objectives:

Warranty and Maintenance administration

•  Ensure that Warranty and Maintenance claims are submitted timeously in accordance with the warranty binder and maintenance procedures. 
•  Ensure zero rejection rate. 
•  Ensure parts are disposed of in accordance with directives and policies. 
•  Ensure that all parts in the claim store is clearly marked according to relevant procedures. 
•  Ensure the accuracy and back-up of all relevant documentation including but not limited to job cards e.g. photos, protocols, defect reports, sublet invoices etc. 
•  Ensure jobs are costed within VST parameters. 
•  Make sure all sublet invoices are loaded on job cards and forwarded to finance for payment. 
•  All job cards must be signed off by the Line Manager.
• Opening and processing of job cards for repairs, maintenance and servicing
•  Ensure information on job card received from workshop include all relevant information e.g. registration number, chassis number, kilometre reading etc.
•  Recording service type, e.g. basic, annual etc.
•  Record any other faults e.g. brake lights not working, vehicle overheating, etc
•  Transferring all relevant information onto job card on computer.
•  Carry out credit checks.
•  Ensure that job card is allocated to correct account i.e. customer, warranty, maintenance contract.
•  Ensure that job cards are signed by Driver/owner or relevant responsible person.

Outwork/sublet orders

•  Raising a sublet order.
•  Ensure outwork supplier submit quotation for work to be done.
•  Sublet order raised against the job (First copy to outlet supplier, second to costing file and third to the job card).
•  Copy of processed invoice and order to be attached to job card.
• Closing of job cards (work in progress)
•  Ensure that daily WIP controls are in place and that regular follow ups are done with workshop team leaders to ensure continuous flow of process.
•  Ensure job card has been completed as required with all relevant information, i.e. date, work carried out, time started, time finished, total time worked, VST, cause of failure, etc.
•  Ensure that owner or relevant person sign acceptance of work and/or parts fitted.
•  Ensure job is signed off by relevant Technician, the Team Leader and the Service Manager before closure.

Qualification & Job Experience

• Matric / N3 or equivalent.
• Computer Skills.
• SAP/GDS Fusion.
• Strong administrative background

Key Competencies

• Good administrative ability.
• Attention to detail.
• Work well under pressure.
• Customer focused.
• Good communication.
• Administration skills.
• Take Initiative.
• Team player.
• Quality orientated.
• Stock control (Warranty).
• Good time management.
• Honesty and Integrity.