Service Administrator at Volvo Group

Position Description

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

Job Objectives:

• Opening and processing of job cards for repairs, maintenance and servicing.
• Ensure information on book in sheet received from workshop include all relevant information e.g. registration number, chassis number, kilometer 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 Mechanic, the Team Leader and the AM Manager before closure.

Job Processing and Workflow

• Enter brief description of work done and any notes made by the Workshop Manager.
• Enter parts used.
• Enter labour according to VST codes.
• Enter outwork.
• In case of breakdowns enter travelling time and call out fee.
• Enter sundries and consumables.
• Print invoice and ensure it is handed to the Workshop Manager to sign off and ensure order numbers are in place.
• Hand over to administrative assistant.
• Upon final confirmation of payment received issue gate pass to driver.

Filing

• Ensure filing is kept up to date.
• Daily printing and filing of all claim documents onto relevant job cards.

Expectations

• Expect to give full support as a Workshop Administrator.
• Work according to the Volvo Way.

Qualifications & Experience:

• Matric or equivalent.
• Computer Skills.
• SAP/GDS Fusion.
• Strong administrative background.
• Warranty and Maintenance experience within a dealership.

Key Competencies:

• Honest.
• Accuracy.
• Work well under pressure.
• Customer focused.
• Organizational skills.
• Administration skills.
• Leadership skills.
• Team player.
• Quality orientated.
• Ability to plan and organize.
• Good Time management.
• Task execution with minimum supervision.
• Good attention to detail.