Service Administrator

Soon Seng Truck & Parts Sdn Bhd; Negeri Sembilan; On-site; MYR 36,000 - 60,000; Full time

Job summary

Soon Seng Truck & Parts Sdn Bhd is seeking a Service Administrator to support the Service Department with documentation, invoicing, and customer coordination. You will ensure accurate records and timely communication between customers, technicians, and the Spare Parts Department.

The role emphasizes maintaining service records, generating quotes and invoices, and producing regular service reports to uphold after-sales service quality.

Qualifications

• SPM or equivalent with 1–2 years admin experience.
• Experience in automotive workshop or service environment is an advantage.
• Proficient in MS Office and basic ERP/DMS knowledge.

Responsibilities

• Greet customers and assist with service-related enquiries and appointments.
• Open, update, and close service job orders; prepare quotations and invoices.
• Monitor progress of service and repair jobs; coordinate with technicians and spare parts.
• Maintain filing of service documents, job cards, invoices, and customer records; prepare reports.

Skills

Microsoft Office

ERP systems

DMS experience

Communication skills

Organisational skills

Time management

Multitasking

English & BM

Education

SPM / Certificate / Diploma

Tools

ERP systems

DMS software

Invoicing software

Job description

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Company Description

Soon Seng Truck & Parts Sdn Bhd is an established automotive company specializing in trucks, commercial vehicles, and related spare parts. The company focuses on providing reliable products and services to support logistics, transportation, and industrial operations. Soon Seng Truck & Parts values efficient service, accurate technical support, and long-term customer relationships. Team members work in a practical, fast-paced environment where attention to detail and service quality are important for daily operations. The company offers opportunities to gain hands-on experience in the commercial vehicle sector and grow within the organization.

Job Summary

The Service Administrator is responsible for providing administrative and operational support to the Service Department. This role ensures the smooth processing of service documentation, customer communication, invoicing, job tracking, and coordination between customers, technicians, and the Spare Parts Department to deliver excellent after-sales service.

Key Responsibilities1. Customer Service

• Greet customers and assist with service-related enquiries.
• Schedule service appointments and maintain the service booking calendar.
• Communicate service status updates to customers.
• Notify customers when vehicles are ready for collection.
• Handle customer enquiries and complaints professionally and elevate issues when required.

2. Service Administration

• Open, update, and close service job orders.
• Prepare quotations, invoices, receipts, and supporting documentation.
• Ensure labour charges, spare parts, and additional costs are accurately recorded before invoicing.
• Maintain accurate customer and vehicle service records in the system.
• Verify completed documentation before closing service jobs.

3. Job Tracking & Coordination

• Monitor the progress of all service and repair jobs.
• Coordinate with technicians to ensure work is completed within the promised timeline.
• Liaise with the Spare Parts Department regarding parts availability.
• Follow up on pending repairs, warranty claims, and outstanding jobs.
• Update customers on repair progress and expected completion times.

4. Documentation & Reporting

• Maintain proper filing of service documents, job cards, invoices, and customer records.
• Prepare daily, weekly, and monthly service reports.
• Monitor outstanding invoices and pending service jobs.
• Ensure all service records comply with company policies and procedures.

5. General Administrative Duties

• Answer incoming telephone calls and respond to email enquiries.
• Prepare internal correspondence and service-related documents.
• Maintain office supplies and service department records.
• Assist with warranty documentation and insurance claim administration where applicable.
• Perform other duties assigned by Management.

Job Requirements

Education

• SPM, Certificate, Diploma, or equivalent qualification.

Experience

• At least 1-2 years of experience in administrative, customer service or service coordination roles.
• Experience in the automotive, commercial vehicle, or workshop environment is an advantage.

Knowledge & Skills

• Proficient in Microsoft Office (Word, Excel, Outlook).
• Experience with ERP, Dealer Management Systems (DMS), or invoicing software is an advantage.
• Good communication and interpersonal skills.
• Strong organisational and time management abilities.
• Able to multitask and work under pressure.
• Good command of English and Bahasa Malaysia. Mandarin is an added advantage.

Personal Attributes

• Customer-oriented with a positive attitude.
• Responsible, trustworthy, and reliable.
• Detail-oriented with a high level of accuracy.
• Good problem-solving and coordination skills.Able to work independently and as part of a team.