Service Administrator

Confidential; Aldershot; On-site; GBP 26,000 - 32,000; Full time

Benefits offered by this job

22 days holiday

Company pension

No weekend work

Job summary

Confidential, Aldershot-based vehicle service centre, is seeking a friendly Service Administrator to join the team. You will manage customer bookings, front-of-house duties and day-to-day administration in a busy workshop environment.

Responsibilities include answering calls, booking MOTs and services using Autowork, issuing invoices, processing payments, and maintaining accurate records in Xero. A full UK driving license and a proactive, customer-focused approach are essential.

Qualifications

• Experience in service administration or vehicle reception is advantageous.
• Excellent customer service and communication skills.
• Highly organised with strong attention to detail.
• Confident managing multiple tasks in a busy environment.

Responsibilities

• Meet and greet customers and provide a friendly front-of-house service.
• Answer calls, respond to enquiries and follow up with customers.
• Book MOTs, servicing and repair work, ensuring all customer and vehicle details are accurate.
• Manage workshop bookings and capacity using the T-Card system.
• Complete job templates and bookings using Autowork.
• Order service parts and check oil requirements ahead of scheduled work.
• Use Autowork Online and Motasoft VGM to check customer records, MOT expiry dates, and outstanding work.
• Assist with vehicle drop-offs, collections, and loan vehicle administration.
• Produce invoices and process customer payments.
• Complete Payment Assist applications and liaise with customers and providers where required.
• Maintain accurate vehicle key records and ensure keys are stored correctly.
• Keep Work in Progress records up to date and liaise with technicians regarding parts, equipment, and delays.
• Manage customer parking and parts returns.
• Contact customers for additional work authorisation and keep them updated on timescales and parts availability.
• Support customer credit accounts, chase outstanding invoices and maintain accurate cash records.
• Process and scan invoices into Xero and ensure parts credits are correctly recorded.

Skills

Customer service

Organised

Multi-tasking

IT skills

Face-to-face & phone

Xero experience

Autowork

Motasoft VGM

UK driving licence

Tools

Autowork

Motasoft VGM

Xero

Job description

Service Administrator

Location : Aldershot

Salary: £26,000 - £32,000 P.A. DOE

Hours: Mon-Fri, 7.30am - 5pm

My client, a well-established independent vehicle service, MOT and repair centre based in Aldershot, are looking for a friendly and organised Service Administrator to join their team.

This is a great opportunity for a customer-focused individual who enjoys a busy environment and is confident managing customers, bookings, and day-to-day administration.

Role Summary

• Meet and greet customers and provide a friendly front-of-house service.
• Answer calls, respond to enquiries and follow up with customers.
• Book MOTs, servicing and repair work, ensuring all customer and vehicle details are accurate.
• Manage workshop bookings and capacity using the T-Card system.
• Complete job templates and bookings using Autowork.
• Order service parts and check oil requirements ahead of scheduled work.
• Use Autowork Online and Motasoft VGM to check customer records, MOT expiry dates, and outstanding work.
• Assist with vehicle drop-offs, collections, and loan vehicle administration.
• Produce invoices and process customer payments.
• Complete Payment Assist applications and liaise with customers and providers where required.
• Maintain accurate vehicle key records and ensure keys are stored correctly.
• Keep Work in Progress records up to date and liaise with technicians regarding parts, equipment, and delays.
• Manage customer parking and parts returns.
• Contact customers for additional work authorisation and keep them updated on timescales and parts availability.
• Support customer credit accounts, chase outstanding invoices and maintain accurate cash records.
• Process and scan invoices into Xero and ensure parts credits are correctly recorded.

Skills and Experience Required

• Previous experience in service administration, vehicle reception, customer service, or a similar role is advantageous.
• Excellent customer service and communication skills.
• Highly organised with strong attention to detail.
• Confident managing multiple tasks in a busy environment.
• Professional and confident when dealing with customers face-to-face and over the telephone.
• Good IT and administration skills.
• Experience with Autowork, Motasoft VGM or Xero would be advantageous.
• Full UK driving licence valid for use in the UK and Ireland.
• If not an EU citizen, a valid UK working permit will be required.

What We Offer

• No weekend or Bank Holiday working.
• 22 days paid holiday.
• Company pension scheme.
• Friendly and professional working environment.
• Opportunity to join a well-established and respected independent business.