service Administrator - Middelburg Verfied

Salary Negotiable Middelburg, Mpumalanga Middelburg, Mpumalanga more than 14 days ago 25-08-2016 11:02:54 AM
22-09-2016 11:02:54 AM
Role Purpose:
Ensure that all administration pertaining to workshop process is dealt with efficiently

Principal Responsibilities
Opening and processing of job cards for repairs, maintenance and servicing
Ensure information on book in sheet received from workshop include all relevant information e.g. registration number, chassis number, kilometer 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 Mechanic, the Team Leader and the AM 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.

Filing
Submit job cards and invoices for filing to Administrative assistant.
Original sublet invoice to be passed onto the Branch Administrator for creditors process filing.
Daily printing and filing of all claim documents onto relevant job cards.