Service Administrator

Confidential; Cardiff; On-site; GBP 22,000 - 28,000; Full time

Job summary

Confidential in Cardiff is seeking a Service Administrator to join their busy service department. You will oversee processing and invoicing workshop jobs, keep customers informed, and ensure accurate, timely paperwork and billing.

Reporting to the Branch Manager, this role suits someone with strong administration skills, excellent customer service, and the ability to coordinate with technicians, service teams and external suppliers in a fast-paced automotive environment.

Qualifications

• Previous administration experience within a busy service, automotive or customer-focused environment.
• Excellent customer service and communication skills.
• Strong organisational and time management abilities.
• Ability to build and maintain positive relationships with both customers and colleagues.
• Confident working under pressure and managing multiple tasks simultaneously.
• Good IT skills with experience using Microsoft Office packages.
• Self-motivated with the ability to work independently and as part of a team.

Responsibilities

• Processing and invoicing completed workshop jobs on a daily basis.
• Auditing job cards and associated paperwork to ensure accuracy and compliance.
• Acting as the primary point of contact for customers throughout the service and repair process.
• Handling telephone and face-to-face enquiries in a professional and friendly manner.
• Confirming payment responsibility for repairs including retail, warranty and contract work.
• Carrying out customer account checks and obtaining purchase order numbers where required.
• Planning and coordinating MOT bookings whilst liaising with customers and relevant authorities.
• Managing customer defect reporting procedures.
• Arranging sublet work with external suppliers and specialist contractors.
• Planning and maintaining workshop schedules and diary management.
• Supporting the service desk during busy periods and holiday cover.
• Conducting follow-up customer service calls.
• Maintaining high dealership operating standards and contributing to customer satisfaction targets.

Skills

Administration experience

Customer service

Organisational skills

Time management

IT skills

Microsoft Office

Teamwork

Job description

We are recruiting on behalf of a well-established commercial vehicle dealership in Cardiff for a Service Administrator to join their busy service department. Reporting directly to the Branch Manager, you will play a key role in ensuring workshop operations run smoothly, customers are kept informed throughout the repair process and all completed work is invoiced accurately and efficiently.

This is an excellent opportunity for someone with strong administration skills who enjoys working closely with customers, technicians and service teams.

The Role

As Service Administrator, your responsibilities will include:

• Processing and invoicing completed workshop jobs on a daily basis.
• Auditing job cards and associated paperwork to ensure accuracy and compliance.
• Acting as the primary point of contact for customers throughout the service and repair process.
• Handling telephone and face-to-face enquiries in a professional and friendly manner.
• Confirming payment responsibility for repairs including retail, warranty and contract work.
• Carrying out customer account checks and obtaining purchase order numbers where required.
• Planning and coordinating MOT bookings whilst liaising with customers and relevant authorities.
• Managing customer defect reporting procedures.
• Arranging sublet work with external suppliers and specialist contractors.
• Planning and maintaining workshop schedules and diary management.
• Supporting the service desk during busy periods and holiday cover.
• Conducting follow-up customer service calls.
• Maintaining high dealership operating standards and contributing to customer satisfaction targets.

What We're Looking For

• Previous administration experience within a busy service, automotive or customer-focused environment.
• Excellent customer service and communication skills.
• Strong organisational and time management abilities.
• Ability to build and maintain positive relationships with both customers and colleagues.
• Confident working under pressure and managing multiple tasks simultaneously.
• Good IT skills with experience using Microsoft Office packages.
• Self-motivated with the ability to work independently and as part of a team.

Desirable Experience

• Automotive, commercial vehicle or engineering industry experience.
• Basic technical understanding of vehicle maintenance and repair processes.
• Knowledge of Operator Licence regulations.
• Experience using Autoline or a similar dealer management system.
• Previous workshop planning or service administration experience.

What's On Offer?

• Full-time permanent position.
• Hours: Monday to Friday, 07:00am - 16:30pm (including a 30-minute unpaid break)
• Alternate Saturdays: 08:00am - 12:00pm (included within salary)
• Join a respected and established commercial vehicle business.
• Varied role with customer interaction and workshop support.
• Ongoing training and development opportunities.