Service Administrator

Abdulla Al Masaood and Sons Group (AMS Group); Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Abdulla Al Masaood and Sons Group (AMS Group) in Dubai is seeking a Service Administrator to manage daily service administration, maintain records, and coordinate with customers and the workshop onsite. The role requires excellent communication, strong administrative skills, and proficiency with computer systems such as Microsoft Dynamics.

You will handle bookings and status updates, maintain job cards, prepare quotations and invoices, generate weekly fleet reports, and support seamless workshop

Qualifications

• 3 years of experience in service administration, customer service, or automotive aftersales.
• Fluent spoken and written English with professional telephone and email communication.
• Proficient in Microsoft Office; knowledge of Microsoft Dynamics or similar ERP systems is an advantage.
• Diploma or equivalent qualification in Business Administration or related field preferred.

Responsibilities

• Handle incoming and outgoing calls, customer inquiries, service bookings, estimates, approvals, and follow-ups.
• Coordinate service appointments and communicate vehicle status and updates to customers.
• Create and maintain job cards, customer and vehicle records, and service requests.
• Monitor open job cards and WIP, following up to avoid delays.
• Provide back-end admin support for fleet operations and reporting.
• Prepare weekly fleet operation reports detailing service activities and vehicle status.
• Prepare quotations, invoices, and other admin documents.
• Use Dynamics or similar systems to track job status and reporting.
• Identify data discrepancies and escalate issues.

Skills

Customer service

Phone support

Data entry

Microsoft Office

ERP systems

Analytical skills

Education

Diploma in Business Admin

Tools

Microsoft Dynamics

Job description

Role Overview

The Service Administrator is key to managing daily service administration activities, ensuring accurate maintenance of records, and seamless customer and workshop coordination. As part of our Specialized Sports Equipment team in Dubai, you'll work in an ONSITE environment supporting fleet operations and delivering a high level of customer service. This position requires excellent communication, strong administrative skills, attention to detail, and proficiency with computer systems, including Microsoft Dynamics or similar platforms.

Responsibilities

• Handle incoming and outgoing calls, customer enquiries, service bookings, estimates, approvals, and follow-ups.


• Coordinate service appointments and communicate vehicle status, repair updates, and collection arrangements to customers.


• Create and maintain job cards, customer and vehicle records, service requests, and related documentation.


• Monitor open job cards and work in progress (WIP), following up with relevant teams to avoid delays.


• Provide back-end administrative support for fleet operations, including service coordination, job tracking, documentation, and follow-up with relevant teams.


• Prepare and submit weekly fleet operations reports covering service activities, vehicle status, pending jobs, and other relevant operational updates.


• Prepare service quotations, invoices, reports, and other administrative documents as required.


• Use Microsoft Dynamics or other business systems to track job status, review data, and support daily reporting.


• Identify missing information, data discrepancies, and system errors, escalating issues to the supervisor.


• Coordinate with technicians, service advisors, parts staff, fleet operations, and management to support efficient workshop operations.


• Maintain organized digital and physical records while ensuring the confidentiality of customer and company information.


• Follow up on pending approvals, estimates, parts updates, and delayed jobs.


• Support process improvements and perform other service-administration duties assigned by management.

Desired Candidate Profile

• 3 years of experience in service administration, customer service, telecalling, or automotive aftersales.


• Fluent spoken and written English with professional telephone and email communication skills.


• Good computer skills, including Microsoft Office, spreadsheets, email, and business systems.


• Knowledge of Microsoft Dynamics or similar ERP/service-management systems is an advantage.


• Strong analytical, organizational, and administrative skills with high attention to detail.


• Ability to prepare reports, review service data, identify discrepancies, and follow up on pending tasks.


• Diploma or equivalent qualification in Business Administration, Office Administration, or a related field is preferred.