Service Administrator: Workshop & Customer Coordination

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

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.