The main purpose of the job is to ensure that all administration pertaining to workshop process is dealt with efficiently.
Reporting: The role will report to the Service Manager
Job Objectives
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.
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Recording service type, e.g. basic, annual etc.
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Record any other faults e.g. brake lights not working, vehicle overheating, etc
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Transferring all relevant information onto job card on computer.
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Carry out credit checks.
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Ensure that job card is allocated to correct account i.e. customer, warranty, maintenance contract.
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Ensure that job cards are signed by Driver/owner or relevant responsible person.
Outwork/sublet orders
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Raising a sublet order.
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Ensure outwork supplier submit quotation for work to be done.
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Sublet order raised against the job (First copy to outlet supplier, second to costing file and third to the job card).
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Copy of processed invoice and order to be attached to job card.
Closing of job cards (work in progress).
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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.
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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.
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Ensure that owner or relevant person sign acceptance of work and/or parts fitted.
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Ensure job is signed off by relevant Mechanic, the Team Leader and the AM Manager before closure.
Job Costing
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Enter brief description of work done and any notes made by the Workshop Manager.
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Enter parts used.
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Enter labour according to VST codes.
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Enter outwork.
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In case of breakdowns enter travelling time and call out fee.
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Enter sundries and consumables.
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Print invoice and ensure it is handed to the Workshop Manager to sign off and ensure order numbers are in place.
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Hand over to administrative assistant.
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Upon final confirmation of payment received issue gate pass to driver.
Filing
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Submit job cards and invoices for filing to Administrative assistant.
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Original sublet invoice to be passed onto the Branch Administrator for creditors process filing.
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Daily printing and filing of all claim documents onto relevant job cards.
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Expectations.
Education & Job Experience
Job Knowledge & Skills Required
- Honest.
- Accurate.
- Work under pressure.
- Customer skills.
- Organisational skills.
- Administration skills.
- Resource management.
- Leadership skills.
- Teamwork.
- Quality orientated.
- Ability to plan and organise.
- Stock control.
- Time management.
- Training analysis.
- Training and development of staff.
- Supervisory skills.
Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer.