Service Administrator

AB Volvo; Middelburg; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading multinational automotive company in Middelburg is seeking an experienced Administrative Assistant to handle workshop processes efficiently. The role involves processing job cards, submitting warranty claims, and ensuring accurate documentation. Candidates should have at least 4 years of experience in similar positions, strong administrative skills, and proficiency in SAP/GDS Fusion. The company values teamwork, good communication, and integrity. This position offers the opportunity to contribute to sustainable transport solutions.

Qualifications

• Minimum of 4 years experience in a similar role.
• Strong administrative background.
• Work well under pressure.

Responsibilities

• Ensure that all administration pertaining to workshop process is dealt with efficiently.
• Ensure Warranty and Maintenance claims are submitted timeously.
• Opening and processing of job cards for repairs and maintenance.

Skills

Computer Skills

Good communication

Team player

Good time management

Quality orientated

Stock control (Warranty)

Honesty and Integrity

Education

Matric / N3 or equivalent

Tools

SAP/GDS Fusion

Job description

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport and infrastructure solutions for the future. If you seek to make a difference on a global scale, working with next‑gen technologies and the sharpest collaborative teams, then we could be a perfect match.

The main purpose of the role is to ensure that all administration pertaining to workshop process is dealt with efficiently.

Reporting: This position reports the Service Manager.

Job Objectives:

• Ensure that Warranty and Maintenance claims are submitted timeously in accordance with the warranty binder and maintenance procedures.
• Ensure parts are disposed of in accordance with directives and policies.
• Ensure that all parts in the claim store is clearly marked according to relevant procedures.
• Ensure the accuracy and back‑up of all relevant documentation including but not limited to job cards e.g. photos, protocols, defect reports, sublet invoices etc.
• Ensure jobs are costed within VST parameters.
• Make sure all sublet invoices are loaded on job cards and forwarded to finance for payment.
• All job cards must be signed off by the Line Manager.

Opening and processing of job cards for repairs, maintenance and servicing.

• Ensure information on job card received from workshop includes all relevant information e.g. registration number, chassis number, kilometre reading etc.
• Recording service type, e.g. basic, annual etc.
• Record any other faults e.g. brake lights not working, vehicle overheating, etc.
• Transferring all relevant information onto job card on computer.
• Carry out credit checks.
• Ensure that job card is allocated to correct account i.e. customer, warranty, maintenance contract.
• Ensure that job cards are signed by Driver/owner or relevant responsible person.

Outwork/sublet orders.

• Ensure that daily WIP controls are in place and that regular follow ups are done with workshop team leaders to ensure continuous flow of process.
• Ensure job card has been completed as required with all relevant information, i.e. date, work carried out, time started, time finished, total time worked, VST, cause of failure, etc.
• Ensure that owner or relevant person sign acceptance of work and/or parts fitted.
• Ensure job is signed off by relevant Technician, the Team Leader and the Service Manager before closure.

Job Costing.

• Enter brief description of work done and any notes made by the Workshop Manager.
• Enter parts used.
• Enter labour according to VST codes.
• Enter outwork.
• In case of breakdowns enter travelling time and call out fee.
• Enter sundries and consumables.
• Print invoice and ensure it is handed to the Workshop Manager to sign off and ensure order numbers are in place.
• Hand over to administrative assistant.
• Upon final confirmation of payment received issue gate pass to driver.

Who are you?

Do you dream big? We do too, and we are excited to grow together. In this role, you will bring:

Qualification & Work Experience:

• Matric / N3 or equivalent.
• Computer Skills.
• SAP/GDS Fusion.
• Strong administrative background.
• Minimum of 4 years experience in a similar role.
• Good administrative ability.
• Work well under pressure.
• Good communication.
• Take Initiative.
• Team player.
• Quality orientated.
• Stock control (Warranty).
• Good time management.
• Honesty and Integrity.

Short‑listed candidates must complete and sign personal verification permission, consent and indemnity declarations, to inter alia perform reference, criminal, credit, qualification, vetting process (if applicable to position) and any other checks deemed necessary.

Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer. We encourage people with disability to apply.

Application Closing Date: 18 Sepember 2025.