Service Administrator at Volvo

Job Title: Service Administrator

Location: Alrode, ZA, 1451

Position Type: Professional

Transport plays a pivotal role in modern society. Envision utilizing your expertise to shape sustainable transport solutions for the future. If you aspire to make a global impact while working with cutting-edge technologies and collaborative teams, we could be an ideal match.


The primary objective of this role is to ensure efficient management of all administrative tasks related to the workshop process.


This position will report directly to the Branch Manager.

Job Objectives:

Warranty and Maintenance Administration:

  • Timely submission of warranty and maintenance claims in compliance with established procedures.
  • Maintain a zero rejection rate.
  • Proper disposal of parts according to directives and policies.
  • Clear marking of all parts in the claim store as per relevant procedures.
  • Accurate documentation and backup, including job cards, photos, protocols, defect reports, sublet invoices, etc.
  • Costing of jobs within VST parameters.
  • Loading of all sublet invoices on job cards for finance processing.

Opening and Processing of Job Cards for Repairs, Maintenance, and Servicing:

  • Ensure completeness of information on job cards received from the workshop, including registration number, chassis number, kilometre reading, etc.
  • Recording service type and any other faults.
  • Transfer of relevant information onto computerized job cards.
  • Conducting credit checks.
  • Proper allocation of job cards to the correct account (customer, warranty, maintenance contract).
  • Signature verification by Driver/Owner or relevant responsible person.

Outwork/Sublet Orders:

  • Initiation of sublet orders.
  • Solicitation of quotations from outwork suppliers.
  • Raising sublet orders against the job and appropriate documentation.

Closing of Job Cards (Work in Progress):

  • Implementation of daily WIP controls and regular follow-ups with workshop team leaders.
  • Completion of job cards with all necessary details.
  • Signature acceptance of work and/or parts by owner or relevant person.
  • Approval by relevant Technician, Team Leader, and Service Manager before closure.

Qualification & Job Experience:

  • Matric / N3 or equivalent.
  • Proficiency in computer skills.
  • Familiarity with SAP/GDS Fusion.
  • Strong background in administration.

Key Competencies:

  • Excellent administrative skills.
  • Attention to detail.
  • Ability to work well under pressure.
  • Customer-focused approach.
  • Strong communication skills.
  • Initiative-taking attitude.
  • Team player.
  • Quality-oriented mindset.
  • Proficient in stock control (Warranty).
  • Effective time management.
  • Demonstrates honesty and integrity.

Shortlisted candidates must complete and sign personal verification permission, consent, and indemnity declarations to undergo reference, criminal, credit, qualification, vetting processes, and any other checks deemed necessary.

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

Application Deadline: March 11, 2024

We prioritize data privacy and do not accept applications via mail.

Who We Are and What We Believe In:

Our commitment to Inclusion, Diversity, and Equity allows each individual to bring their authentic self to work and thrive in a supportive environment free of harassment and discrimination. We are dedicated to removing barriers to entry, hence we encourage all applicants to apply regardless of meeting every qualification listed in the job description.

Applying to this job offers you the opportunity to join the Volvo Group. Our products and services, spanning trucks, buses, engines, construction equipment, financial services, and solutions, contribute to making modern life possible worldwide. With nearly 100,000 employees empowered to shape the future of efficient, safe, and sustainable transport solutions, joining us opens doors to countless career opportunities across our leading brands and entities.

At Volvo Trucks, you’ll be at the forefront of driving sustainable transport innovation. With nearly a century of commitment to making life easier, better, and safer, we promise progress to our customers, industry, and society. At Volvo Trucks, we embrace curiosity, work with passion, and welcome change to stay ahead. Join us in shaping the world we want to live in.

Job Category: Administrative & Business Support

Organization: Volvo Trucks

Travel Required: No Travel Required

Requisition ID: 6468

View All Jobs

Do We Share the Same Aspirations?

Every day, Volvo Group products and services ensure people have access to food, children reach school safely, and infrastructure development progresses. Looking forward, we are dedicated to driving the transition toward sustainable and safe transport, mobility, and infrastructure solutions for a net-zero society.

Joining Volvo Group, you’ll work with some of the world’s most iconic brands and be part of a global leading industrial company pioneering automated driving, electromobility, and connectivity.

Our employees are passionate, performance-driven, and thrive on teamwork and learning. At Volvo, everyday life is defined by a climate of support, care, and mutual respect.

If you aspire to grow and make a positive impact, join us on our journey to create a better and more resilient society for future generations.

Leave a Reply

Your email address will not be published. Required fields are marked *