Service Administrator at Volvo Group

What you will do

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

Reporting: This position reports the Service Manager.

Job Objectives:  

• 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. 

• 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. 

Job Costing.

• 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. 

Qualification & Work Experience:  

• Matric / N3 or equivalent.
• Computer Skills.
• SAP/GDS Fusion.
• Strong administrative background.
• Minimum of 4 years experience in a similar role.

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.