The main purpose of the job is to deliver on the Customer Charter and achieve high customer satisfaction by ensuring that all administration pertaining to the workshop process is dealt with in an efficient manner.
Reporting: This position will report to the Service Manager.
Job Objectives
Opening and processing of job cards for repairs, maintenance and servicing:
- Opening of all job cards i.e. service and repair.
-
Ensure correctness of vehicle information, Registration, chassis & mileage.
-
Ensure job cards are allocated to the correct account i.e. customer, warranty, maintenance.
-
Ensure correct service type on job card i.e. Basic service, brake over haul etc.
-
Record any faults or queries by customer.
-
Check service records for correct Service intervals and repeat repairs.
-
Obtain SA numbers (Service Authorisation ) for all maintenance jobs
-
When opening a job card, check Warranty status, relevant Campaigns and service Bulletins to be attached.
-
Notify customer of any additional repairs and costs involved
-
Keep Customers up to date with progress of service and repairs at all times
Outwork/sublet orders
Closing of job cards (work in progress)
-
Control daily WIP (work in progress)
-
Ensure that all job cards are correctly completed by the technician and team leader to sign off.
-
All relevant information, i.e. work carried out, 3 C’s, Casual part numbers, total time worked, mechanic number to be completed accurately
-
All warranty jobs to have all relevant paper work filled in, i.e. protocols, serial numbers – old & new parts fitted, campaign information etc.
-
All warranty and maintenance parts to be clearly tagged and marked with all relevant information recorded on tags – all parts cleaned and kept in Warranty store
Job Costing
-
Costing of job cards
-
All casual part numbers to be checked on impact to ensure Warranty or maintenance claims are correct
-
Enter brief description of work done by mechanic
-
Check all parts on job cards- make sure thatall parts are booked out and all parts correspond with work done on the job card.
-
Enter all relevant VST, 3C’s, Defect codes
-
All outstanding customer invoices to be paid first before any gate pass is made out
Filing
Warranty & Maintenance Admin
-
All warranty and maintenance jobs to be kept until fully paid by different departments – all warranty and maintenance jobs to be kept for 3months in office
-
Check all warranty and maintenance jobs on VF05 and UCHP every morning for corrections or rejections etc. – carry out corrections a.s.a.p.
-
Update Excel document with any rejections and reason for rejection and forward to the admin team leader.
-
Goodwill requests to be carried out according to the Volvo process
-
Assist customers with any warranty and maintenance queries
Education & Job Experience
Job Knowledge & Skills
-
Good verbal and written communication skills.
-
Ability to plan and organise.
-
Good customer service skills.
-
Accuracy and attention to detail.
-
Ability to work under pressure.
-
Good Time management.
-
Commercial/ Retail mindset.
-
Relating/Negotiating.
-
Product knowledge.
-
Technical knowledge.
Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer.