Location:
Middelburg, Mpumalanga, 1050
Job Title: Workshop Administrator
Application Deadline: 18 February 2025
Reporting To: Admin Team Manager
Job Purpose:
To efficiently manage all administrative tasks related to the workshop process, ensuring seamless operations and compliance with company procedures.
Key Responsibilities:
1. Warranty & Maintenance Administration:
- Submit warranty and maintenance claims promptly as per company guidelines.
- Maintain a zero-rejection rate for claims.
- Ensure proper disposal of parts in line with policies.
- Clearly label all claim store parts according to relevant procedures.
- Maintain accurate and well-documented records, including job cards, photos, protocols, defect reports, and sublet invoices.
- Ensure job costing aligns with VST parameters.
- Load all sublet invoices onto job cards and forward them to finance for processing.
- Ensure job cards are signed off by the Line Manager.
2. Job Card Processing for Repairs, Maintenance & Servicing:
- Verify all relevant details on received job cards (e.g., registration number, chassis number, mileage, etc.).
- Record service type (e.g., basic, annual, etc.) and additional faults.
- Accurately transfer information onto the digital job card system.
- Conduct credit checks as necessary.
- Allocate job cards to the correct accounts (customer, warranty, maintenance contract).
- Ensure job cards are signed by the driver, owner, or responsible person.
3. Outwork & Sublet Orders:
- Issue sublet orders for outsourced repairs.
- Obtain supplier quotations for work to be performed.
- Record and file sublet orders appropriately, ensuring proper documentation.
- Attach processed invoices and orders to job cards.
4. Job Card Closure & Work in Progress (WIP) Management:
- Maintain daily WIP controls and follow up with workshop team leaders for smooth workflow.
- Ensure job cards are fully completed with necessary details (e.g., work performed, time spent, cause of failure, etc.).
- Obtain acceptance signatures for completed work and installed parts.
- Secure final approval from the Technician, Team Leader, and Service Manager before closing job cards.
Qualifications & Experience:
- Matric / N3 or equivalent qualification.
- Proficiency in computer applications.
- Experience with SAP/GDS Fusion.
- Strong administrative background.
Key Competencies:
- Excellent administrative and organizational skills.
- High attention to detail.
- Ability to work well under pressure.
- Strong customer focus.
- Effective communication skills.
- Initiative and problem-solving ability.
- Team-oriented mindset.
- Commitment to quality and accuracy.
- Experience in stock control (Warranty).
- Strong time management skills.
- Honesty and integrity.
Additional Information:
- Shortlisted candidates will be required to complete a verification process, including reference checks, criminal and credit history checks, and qualification verification.
- Volvo Group Southern Africa is an equal opportunity employer. We encourage individuals with disabilities to apply.
- Application Submission: Only online applications will be accepted to ensure data privacy.
Who We Are:
At Volvo Group, we believe in fostering an inclusive, diverse, and equitable workplace where every individual can thrive. Our global team of nearly 100,000 employees is dedicated to shaping the future of efficient and sustainable transport solutions. If you’re passionate about making a difference, we encourage you to apply—even if you don’t meet every qualification. Let us determine your fit for this role.
