Service Advisor, Body & Paint

PHS AUTOHAUS SDN BHD; Puchong; On-site; MYR 28,000 - 45,000; Full time

Job summary

PHS Autohaus SDN BHD in Malaysia is seeking an Administrative Support and Service Operations Assistant to support the Service Advisor and communicate repair progress to customers.

You will prepare repair estimates, quotations, job orders, and invoices, ensuring accurate recording of customer information and repair documents in the dealership management system. This role requires clear communication with workshop staff and customers, and may involve scheduling and documentation for delivery.

Qualifications

• Minimum SPM or equivalent.
• Certificate or Diploma in Business Administration, Automotive, or Customer Service is an advantage.
• Experience in automotive administration, customer service, or body and paint operations is a plus.
• Familiarity with dealership operations and documentation is preferred.

Responsibilities

• Greet customers and assist with basic body and paint service enquiries.
• Assist the Service Advisor in communicating repair progress and appointment schedules to customers.
• Maintain professional and courteous communication with customers at all times.
• Direct customer concerns or complaints to the Service Advisor or Head of Aftersales when necessary.
• Assist in preparing repair estimates, quotations, job orders, and invoices.
• Ensure customer information and repair documents are complete and accurately recorded.
• Process customer approvals and maintain proper filing of all service documentation.
• Update repair status and customer information in the dealership management system.
• Coordinate repair schedules with technicians and body shop personnel.
• Monitor job progress and follow up on pending repairs to support timely completion.
• Assist in preparing vehicles and documentation for customer delivery.
• Assist in preparing insurance claim documentation.
• Coordinate with insurance representatives for required documents and repair approvals.
• Maintain proper filing of insurance and warranty-related records.
• Maintain accurate records of customer interactions, service requests, job orders, and repair documentation.
• Ensure all paperwork is completed accurately and submitted on time.
• Assist in maintaining an organised filing system for departmental records.
• Prepare daily, weekly, and monthly reports as required.

Skills

Customer service

Administrative support

Communication

Record keeping

Interpersonal skills

MS Office

Filing

Documentation

Education

SPM or equivalent

Certificate/Diploma in Business Admin/Automotive/Customer Service

Tools

Dealership management system

MS Office

Job description

Greet customers and assist with basic body and paint service enquiries.

Assist the Service Advisor in communicating repair progress and appointment schedules to customers

Maintain professional and courteous communication with customers at all times.

Direct customer concerns or complaints to the Service Advisor or Head of Aftersales when necessary.

Administrative Support and Job Order Management

Assist in preparing repair estimates, quotations, job orders, and invoices.

Ensure customer information and repair documents are complete and accurately recorded.

Process customer approvals and maintain proper filing of all service documentation.

Update repair status and customer information in the dealership management system.

Coordinate repair schedules with technicians and body shop personnel.

Monitor job progress and follow up on pending repairs to support timely completion.

Assist in preparing vehicles and documentation for customer delivery.

Insurance and Warranty Support

Assist in preparing insurance claim documentation.

Coordinate with insurance representatives for required documents and repair approvals.

Maintain proper filing of insurance and warranty-related records.

Administrative Support and Record Keeping

Maintain accurate records of customer interactions, service requests, job orders, and repair documentation.

Ensure all paperwork is completed accurately and submitted on time.

Assist in maintaining an organised filing system for departmental records.

Prepare daily, weekly, and monthly reports as required.

WORK EXPERIENCE AND COMPETENCIES REQUIREMENTS

Education and Certification

Minimum SPM or equivalent.

Certificate or Diploma in Business Administration, Automotive, or Customer Service is an advantage.

Experience

Experience in automotive administration, customer service, or body and paint operations will be an added advantage.

Familiarity with dealership operations and documentation is preferred.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Service centre and body shop environment.

Ability to move between office and workshop areas as required.

Ability to perform general administrative duties and document handling.

PHS Autohaus is the Malaysian retail arm of Porsche Holding Salzburg (PHS), one of the largest and most successful automotive distributors in Europe. We commenced operations at Volkswagen Puchong 4S Centre on the 2nd of May 2019.

PHS Autohaus is the Malaysian retail arm of Porsche Holding Salzburg (PHS), one of the largest and most successful automotive distributors in Europe. We commenced operations at Volkswagen Puchong 4S Centre on the 2nd of May 2019.