Service Administrator | Volvo Vacancies

Position Description
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 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.
Service Administrator Job Requirements
– 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.
This job is in Nelspruit
The Closing date for this job is 15 June 2022