Service Administrator

C.E.M Day Ltd; Swansea; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Competitive salary

6.2 weeks annual leave including bank.

Contributory pension scheme *

Life Assurance (death in service) *

Staff discounts (vehicles, parts, Serv

Free on‑site parking

Cycle to work schemes

BEN, employee assistance helpline 24/7

Development opportunities within Day's

Eligibility after qualifying period

Job summary

Day's Motor Group in Swansea is seeking a Service Administrator to support the service department, manage service and repair job cards, bookings, and invoicing.

You will coordinate with technicians, parts, and customers, maintain records and GDPR compliance, and help deliver smooth workshop operations in a busy environment.

Qualifications

• Strong administrative and organisational skills.
• Excellent attention to detail.
• Good IT and data-entry skills.
• Ability to prioritise workloads in a busy environment.

Responsibilities

• Create and process service 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 service records.
• Schedule customer service appointments.
• Manage workshop loading and diary systems.
• Send service reminders and confirmations.
• Coordinate courtesy cars and vehicle collections/deliveries.
• Raise customer invoices.
• Process internal and warranty invoices.
• Reconcile service department accounts.
• Produce end‑of‑day and month‑end reports.
• Assist with cash handling and payment processing.
• Contact customers regarding service bookings.
• Update customers on repair progress.
• Manage service follow‑ups and satisfaction checks.
• Handle service‑related queries professionally.
• Assist with complaint administration and escalation.
• Liaise with parts department regarding availability.
• Ensure parts are ordered against the correct job numbers.
• Monitor outstanding parts orders.
• Coordinate repair work to minimise vehicle downtime.
• Maintain accurate customer and vehicle databases.
• Ensure GDPR and data protection compliance.
• Update service histories and maintenance records.
• Archive completed job documentation.

Skills

Admin skills

Attention to detail

IT & data entry

Workload prioritisation

Customer service

Workshop processes

Invoicing basics

Pressure handling

Tools

DMS software

Job description

A 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.
• Updating repair statuses on dealer management systems (DMS).
• Ensuring technician times and labour entries are correctly recorded.
• Filing and maintaining service records.

Service Booking Support

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

Invoicing and Financial Administration

• Raising customer invoices.
• Processing internal and warranty invoices.
• Reconciling service department accounts.
• 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 their true self, and that we interact respectfully and collaboratively by showing that we care.

Employee benefits:

• 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
• 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. Should you need any assistance in relation to any aspect of our recruitment process, please don't hesitate to contact us at