Service Administrator - Volvo Group

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport solutions for the future. If you seek to make a difference on a global scale, working with next-gen technologies and the sharpest collaborative teams, then we could be a perfect match.

What you will do

The main purpose of the job is to ensure that all administration about 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 by the warranty binder and maintenance procedures.
• Ensure zero rejection rate.
• Ensure parts are disposed of by directives and policies.
• Ensure that all parts in the claim store are marked according to relevant procedures.
• Ensure the accuracy and backup 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 the job card received from the workshop includes 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 the job card on the computer.
• Carry out credit checks.
• Ensure that job card is allocated to the correct account i.e. customer, warranty, or maintenance contract.
• Ensure that job cards are signed by the Driver/owner or the relevant responsible person.

Outwork/sublet orders

• Raising a sublet order.
• Ensure outwork suppliers submit quotations 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 a continuous flow of the process.
• Ensure the 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 the owner or relevant person signs acceptance of work and/or parts fitted.
• Ensure the job is signed off by the 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.