bodyshop administrator

CEM Day Ltd; Swansea; On-site; GBP 21,000 - 29,000; Full time

Benefits offered by this job

Competitive salary

6.2 weeks annual leave

Pension scheme

Life Assurance

Staff discounts

Free on-site parking

Cycle to work

Job summary

Days Motor Group is seeking a Bodyshop Administrator to support the bodyshop department and ensure repairs and internal customer communications run smoothly. You will liaise with the bodyshop manager, technicians, and multiple sales departments to keep vehicles moving through the workshop.

Key duties include creating and processing bodywork and repair job cards, updating statuses in the DMS, invoicing, scheduling customer appointments, managing diaries, and maintaining accurate records with GDPR

Qualifications

• Strong administrative and organisational skills.
• Good IT and data-entry skills.
• Ability to prioritise workloads in a busy environment.
• Customer service and communication skills.
• Understanding of bodyshop processes.

Responsibilities

• Create and process bodywork and repair job cards.
• Check job card accuracy before invoicing.
• Update repair statuses on dealer management systems (DMS).
• Ensure technician times and labour entries are correctly recorded.
• Filing and maintaining records.
• Liaise with sales departments regarding vehicle progress.
• Service booking support and scheduling customer appointments.
• Manage workshop loading and diary systems.
• Invoicing and financial administration – raise invoices and process internal invoices.
• Maintain customer communications and update internal customers on progress.
• Liaise with sales department regarding availability and parts/orders.
• Coordinate repair work to minimise vehicle downtime.
• Record keeping and data management with GDPR compliance.

Skills

Administrative

Organisational

Attention to detail

IT skills

Data entry

Customer service

Communication skills

Bodyshop processes

Tools

DMS

Job description

A bodyshop administrator in the motor trade plays a key role in supporting the bodyshop department and ensuring that vehicle repairs and internal customer communication processes run smoothly. The role sits at the centre of the bodyshop, management team, technicians and internal customers, at Days Motorpark Bodyshop we refurb all vehicles which are to be sold via our motorpark sites, day to day you will need to liase with the bodyshop manager, multiple sales departments and our PDI centre ensuring the smooth flow of vehicles through the bodyshop in a timely fashion,

• Creating and processing bodywork and repair job cards
• Checking job card accuracy before invoicing
• Updating repair statuses on dealer management systems (DMS)
• Ensuring technician times and labour entries are correctly recorded
• Filing and maintaining records
• Liaising with sales departments with regard vehicle progress
• Service Booking Support
• Scheduling customer appointments.
• Managing workshop loading and diary systems
• Invoicing and Financial Administration
• Raising invoices
• Processing internal invoices
• Customer Communication
• Contacting internal customers regarding bookings
• Updating internal customers on repair progress
• Handling Bodyshop-related queries professionally
• Parts and Workshop Coordination
• Liaising with sales department regarding availability
• Ensuring parts are ordered against the correct job numbers
• Monitoring outstanding parts orders
• Coordinating repair work to minimise vehicle downtime
• Record Keeping and Data Management
• Maintaining accurate customer and vehicle databases
• Ensuring GDPR and data protection compliance
• Archiving completed job documentation
• Strong administrative and organisational skills
• Excellent attention to detail
• Good IT and data-entry skills
• Ability to prioritise workloads in a busy environment
• Customer service and communication skills
• Understanding of bodyshop processes
• Financial and invoicing awareness
• Ability to work under pressure and meet deadlines
• Since its inception in 1926 Day's continues to be a family run business that has been at the forefront of change and innovation receiving many awards from both the manufacturers and other external bodies.
• Competitive salary
• 6.2 weeks annual leave, inclusive of bank holidays, based on contracted hours
• Long service annual leave awards
• Contributory pension scheme
• Life Assurance (death in service)
• Staff discounts (vehicles, parts, servicing, vehicle hire, finance)
• Friends and Family discounted leasing
• Free on-site parking
• Cycle to work schemes
• Free and confidential access to BEN, employee assistance helpline available 24/7.
• Development opportunities within Days Motor Group