Service Administrator - Volvo Group

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 Admin Team Leader.

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.

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 & 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.