Service Administrator - Volvo Group

eg. Accountant or Accounting or Kempinski

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Job Description: Responsibilities, Qualifications, and Necessary Skills

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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.
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