Service Administrator

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

Job summary

A leading transport solutions company in Middelburg is seeking an experienced administrative professional to oversee the workshop processes. The successful candidate will ensure timely submission and accurate processing of warranty and maintenance claims, manage job cards effectively, and maintain precise documentation. With a solid administrative background and at least 4 years of relevant experience, you will thrive in a detail-oriented and customer-focused environment. Join us to make a difference in sustainable transportation.

Qualifications

• Minimum of 4 years experience in a similar role.
• Strong administrative background.
• Attention to detail and ability to work well under pressure.

Responsibilities

• Ensure claims are submitted on time and processed correctly.
• Accurately maintain all job cards and associated documentation.
• Coordinate with workshop teams to manage outwork and sublet orders.

Skills

Administrative skills

Attention to detail

Customer focused

Good communication

Time management

Education

Matric / N3 or equivalent

Tools

SAP/GDS Fusion

Computer Skills

Job description

What you will do

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.

Job Purpose

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 zero rejection rate.
• Ensure parts are disposed of in accordance with directives and policies.
• Ensure that all parts in the claim store are clearly marked according to relevant procedures.
• Ensure the accuracy and backup 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.
• Transfer 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 signs 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.

Key Competencies

• Good administrative ability.
• Attention to detail.
• Work well under pressure.
• Customer focused.
• Good communication.
• Administration skills.
• Take initiative.
• Team player.
• Quality oriented.
• 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.

Who we are and what we believe in

We are committed to shaping the future landscape of efficient, safe, and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents across the group’s leading brands and entities.

About Volvo Trucks

At Volvo Trucks you will be part of leading the way towards a sustainable transport industry. For nearly a century we have been innovating for people – to make life easier, better and safer. Driving progress is our promise to customers, to the industry and to society. At Volvo Trucks we share a curiosity to learn, we work with passion and we embrace change to stay ahead. Join us, together we move the world we want to live in.