Premium Auto Aftersales Concierge & Service Liaison

Select Motor Recruitment; Gauteng; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Select Motor Recruitment in Gauteng is seeking an After Sales Administrator to support the dealership service department. You will manage bookings, warranties, authorisations and invoicing while keeping customers informed of progress throughout the day.

Responsibilities include preparing job cards, coordinating with workshop, parts and customers, and maintaining records in the dealer system. Motor dealership experience is essential.

Qualifications

• Grade 12 / Matric
• Previous After Sales or Service Department experience is required in a dealership environment!
• Motor dealership experience is Essential!
• Warranty experience is Essential!
• Computer literate, including relevant dealer and office systems
• Driver’s licence is an advantage
• Technical or motor industry qualification is an advantage

Responsibilities

• Assist and welcome customers in the morning and provide a professional first point of contact
• Confirm customer and vehicle details, service requirements and contact information
• Explain the service process and manage customer expectations regarding completion times
• Provide regular updates to customers during the day regarding the progress of their vehicle
• Obtain customer authorisations for external warranties and motor plan work
• Process authorisations on the online warranty system
• Prepare and process warranty claims as soon as the invoice is completed
• Ensure warranty claims are not carried over unnecessarily to the following day
• Submit invoices for external warranty payments and follow up on outstanding payments
• Liaise with customers regarding warranty or motor plan issues
• Prepare accurate quotations for customers, including parts, labour and VAT where applicable
• Obtain customer approval and signatures before additional work is carried out
• Complete invoicing accurately and on time
• Process banking and payment-related administration
• Follow up on outstanding invoices and rejected claims
• Ensure all customer and warranty documentation is complete before finalisation
• Follow up with the workshop and wash bay to confirm when vehicles are ready
• Contact customers to arrange collection or alternative collection arrangements
• Explain the invoice, work completed and any relevant recommendations to the customer
• Provide copies of invoices and warranty/motor plan documentation
• Obtain required customer signatures
• Receive payment where applicable
• Hand over the vehicle keys professionally and ensure the vehicle is ready for collection
• Confirm the next service date where applicable
• Complete Apping and Mapping and ensure relevant systems are updated
• Maintain accurate customer and vehicle information on the dealer management system
• Keep control sheets and tracking systems up to date
• Create oil and coolant leak letters and obtain the required customer signatures
• Maintain accurate records of outstanding work, payments, claims and customer communication
• Liaise regularly with the Workshop Foreman, Controller, Parts Department and Service manager
• Follow up on workshop progress and potential delays to enable early communication with customers
• Ensure information received from the workshop is communicated to customers promptly
• Attend weekly service meetings and discuss performance, customer feedback and action plans
• Keep up to date with relevant manufacturer procedures, bulletins and service processes
• Excellent customer service and professional communication
• Accurate and complete repair orders, quotations, invoices and warranty documentation
• Prompt follow-up on customer queries, outstanding authorisations, payments and claims
• Effective coordination between customers, workshop, parts and other departments
• Bookings, job cards and parts requirements prepared in advance
• Claims processed on the same day where possible and not unnecessarily carried over
• Customer information and dealer management systems kept accurate and up to date
• Ability to meet deadlines and work effectively under pressure

Job description

Select Motor Recruitment in Gauteng is seeking an After Sales Administrator to support the dealership service department. You will manage bookings, warranties, authorisations and invoicing while keeping customers informed of progress throughout the day.

Responsibilities include preparing job cards, coordinating with workshop, parts and customers, and maintaining records in the dealer system. Motor dealership experience is essential.