Service Administrator

Volvo Careers – Service Administrator

As a Service Administrator, your primary responsibility is to efficiently manage all administrative tasks related to the workshop process. Reporting directly to the Branch Manager, you will ensure the smooth operation of warranty and maintenance administration, job card processing, and outwork/sublet orders. Your meticulous attention to detail and strong administrative skills will contribute to the seamless workflow of the service department.

Key Responsibilities:

• Handle warranty and maintenance administration, including timely submission of claims and zero rejection rate.
• Ensure accurate disposal of parts and proper marking of items in the claim store.
• Maintain accuracy and backup of all relevant documentation, such as job cards, photos, protocols, and defect reports.
• Cost jobs within specified parameters and process sublet invoices for payment.
• Open and process job cards for repairs, maintenance, and servicing, ensuring all relevant information is recorded.
• Conduct credit checks and allocate job cards to the correct account (customer, warranty, maintenance contract).
• Manage outwork/sublet orders, including raising sublet orders and obtaining quotations from suppliers.
• Monitor work in progress (WIP) and ensure timely completion of job cards with all required information.
• Obtain acceptance of work and/or parts fitted from the owner or relevant person before closing jobs.

Qualifications & Experience:

• Matric / N3 or equivalent qualification.
• Proficiency in computer skills, including SAP/GDS Fusion.
• Strong administrative background.

Key Competencies:

• Excellent administrative abilities with attention to detail.
• Ability to work well under pressure in a customer-focused environment.
• Strong communication and interpersonal skills.
• Proactive approach with a willingness to take initiative.
• Team player with a focus on quality and stock control.
• Effective time management skills.
• Commitment to honesty and integrity.

Note to Applicants:

Shortlisted candidates will be required to complete and sign personal verification permission, consent, and indemnity declarations. This may include reference checks, criminal background checks, credit checks, qualification verification, vetting processes (if applicable to the position), and any other necessary checks deemed appropriate.