Service Admin Assistant

Autohub Group of Companies; Philippines; On-site; PHP 180,000 - 240,000; Full time

Job summary

Autohub Group of Companies is seeking a Service Admin Assistant to support the Service Department in daily workshop operations.

You will handle service records, invoices, schedules, and reports, coordinating with Service Managers, Advisors, Technicians, and Parts to ensure timely service.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• Fresh graduates welcome; 1 year admin experience is a plus.
• Experience in automotive dealership is preferred.
• Proficient in MS Office, especially Excel and Word.

Responsibilities

• Provide daily administrative support to the Service Manager and team.
• Prepare and maintain service-related documents and reports.
• Encode and update customer, vehicle, and service information.
• Schedule service appointments and coordinate with customers.
• Monitor open job orders, repair status, and transactions.
• Maintain organized filing of service records and warranty docs.
• Assist with warranty claim documentation when required.
• Respond to customer inquiries about service schedules and docs.

Skills

Strong organizational skills

Excellent communication skills

Attention to detail

Multitasking ability

Confidentiality handling

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Excel

Microsoft Word

MS Office

Job description

Job Summary

The Service Admin Assistant provides administrative and operational support to the Service Department to ensure efficient workshop operations. The role is responsible for maintaining service records, processing documentation, coordinating appointments, assisting customers, monitoring service-related transactions, and preparing reports. The position works closely with the Service Manager, Service Advisors, Technicians, Parts Department, and other departments to ensure accurate and timely completion of service activities.

Key Responsibilities

• Provide daily administrative support to the Service Manager, Service Advisors, and Technicians.

• Prepare, process, and maintain service-related documents, job orders, repair orders, invoices, and reports.

• Encode and update customer, vehicle, service, and repair information in the dealership system.

• Assist in scheduling service appointments and coordinating with customers regarding their service visits.

• Monitor and track open job orders, repair status, and completed service transactions.

• Maintain organized physical and electronic filing of service records, warranty documents, customer information, and other service-related files.

• Assist in preparing daily, weekly, and monthly Service Department reports.

• Monitor service-related expenses, payables, and supporting documents for processing.

• Coordinate with the Parts Department regarding parts requests, availability, issuance, and related documentation.

• Assist in monitoring workshop supplies, tools, and other administrative requirements.

• Assist with warranty claim documentation and submission when required.

• Respond to customer inquiries regarding service schedules, documentation, and other administrative concerns.

• Coordinate with Accounting, Parts, Sales, and other departments regarding service-related transactions.

• Ensure accuracy and completeness of encoded data and submitted documents.

• Maintain confidentiality of customer and company information.

• Support the implementation of dealership policies, procedures, and manufacturer standards.

• Perform other related duties and responsibilities as may be assigned by the immediate superior.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Management, Automotive Management, or any related course.

• Fresh graduates are welcome to apply; at least 1 year of administrative experience is an advantage.

• Experience in an automotive dealership or service center is preferred.

• Basic knowledge of automotive service and dealership operations is an advantage.

• Proficient in Microsoft Office applications, particularly Excel and Word.

• Strong organizational and record-keeping skills.

• Good communication and interpersonal skills.

• Detail-oriented, accurate, and able to handle confidential information.

• Able to multitask, prioritize tasks, and meet deadlines.

• Customer-oriented and able to work effectively in a fast-paced environment.

• Willing to work on a Monday-to-Saturday schedule.