Service Administrator

Allscreens Nationwide Ltd; Swansea; On-site; GBP 18,000 - 24,000; Full time

Benefits offered by this job

6.2 weeks annual leave (incl. bank)

Pension scheme

Life Assurance

Staff discounts

Free on-site parking

Cycle to work

Employee assistance helpline

Development opportunities

Job summary

Day's Motor Group is seeking a proactive Service Administrator to support the service department in Swansea. The role focuses on service/job card processing, diary management, invoicing, and customer communication to keep vehicle repairs and servicing running smoothly.

You will coordinate with technicians, parts, and customers, ensuring accurate records and timely updates while upholding GDPR standards and company policies.

Qualifications

• 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 workshop and service processes.
• Financial and invoicing awareness.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Job Card and Workshop Administration: Create and process service and repair job cards; check accuracy before invoicing; ensure technician times and labour entries are recorded; file and maintain service records.
• Service Booking Support: Manage diary systems; send service reminders and confirmations; coordinate courtesy cars and collections/deliveries.
• Invoicing and Financial Administration: Process internal and warranty invoices; produce end-of-day and month-end reports; assist with cash handling.
• Customer Communication: Contact customers about bookings; update on repair progress; follow-ups and satisfaction checks; handle queries and escalation of complaints.
• Parts and Workshop Coordination: Liaise with parts department; order parts against correct job numbers; monitor outstanding orders; coordinate repair work to minimise downtime.
• Record Keeping: Maintain customer and vehicle databases; GDPR compliance; update service histories; archive completed documents.
• Data management: Ensure accuracy of records and data entry within the service department.

Skills

Administrative skills

Attention to detail

IT and data-entry

Prioritisation

Customer service

Workshop understanding

Invoicing awareness

Working under pressure

Job description

Service Administrator in the motor trade plays a key role in supporting the service department and ensuring that vehicle repairs, servicing, customer communication, and manufacturer processes run smoothly. The role sits at the centre of the workshop, service advisors, management team, technicians, customers, and often vehicle manufacturers.

Core Duties and Responsibilities

Job Card and Workshop Administration

• Creating and processing service and repair job cards.
• Checking job card accuracy before invoicing.
• Ensuring technician times and labour entries are correctly recorded.
• Filing and maintaining service records.

Service Booking Support

• Managing workshop loading and diary systems.
• Sending service reminders and confirmations.
• Coordinating courtesy cars and vehicle collections/deliveries.

Invoicing and Financial Administration

• Processing internal and warranty invoices.
• Producing end-of-day and month-end reports.
• Assisting with cash handling and payment processing.

Customer Communication

• Contacting customers regarding service bookings.
• Updating customers on repair progress.
• Managing service follow-ups and satisfaction checks.
• Handling service-related queries professionally.
• Assisting with complaint administration and escalation.

Parts and Workshop Coordination

• Liaising with the parts 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.
• Updating service histories and maintenance records.
• Archiving completed job documentation.

Key Skills Required

• 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 workshop and service processes.
• Financial and invoicing awareness.
• Ability to work under pressure and meet deadlines.

Why Day's Motor Group?

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.

Undoubtedly the commitment and enthusiasm displayed by all our staff has contributed significantly to our success. Our focus for the future is to maintain this culture of continuous development to the benefit of our customers, our company, and our employees.

As an Investor in People since 1995, we are passionate about continuing to build an environment where everyone feels valued, appreciated, and able to reach their full potential.

We believe that there is strength in diversity, and to further this we acknowledge that equality and inclusion are fundamental aspects of human life and a necessity for general wellbeing. At Day's we work continually to ensure that all our premises are welcoming and safe for everyone to be able to be their true self, and that we interact respectfully and collaboratively by showing that we care.

Employee benefits:

• 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

* Eligibility after qualifying period of continuous service

Day's takes great pride in its achievements, attributing its success to the fundamental principles that underpin our

Core Values . These values act as the guiding principles for all business interactions, and we firmly believe they are integral to upholding our high standards.

Without exception, we warmly welcome applications from people from all walks of life, who have the required skills and attributes.