GENERAL ACCOUNTABILITY:
Reporting to the Admin Manager, the Service Administrator is responsible for the accurate and timely administration of all service transactions relating to workshop Operations. The role supports the Aftermarket team by ensuring that work orders, quotations, purchase orders, labour, parts, invoices and service documentation are processed accurately and timely throughout the service lifecycle.
The Service Administrator serves as the primary administrative contact for customers and internal stakeholders while ensuring compliance with company procedures and maintaining high standards of data integrity within the Evolve ERP system. The role is administrative and transactional in nature and does not perform planning, scheduling, dispatching or technical diagnostic responsibilities.
DUTIES AND RESPONSIBILITIES:
1. Work Order Administration
● Open service work orders in the ERP system.
● Verify customer and machine information before processing.
● Capture customer service requests accurately.
● Update work orders with relevant information throughout the repair process.
● Ensure work orders are complete before closure.
● Close completed work orders in accordance with company procedures.
● Maintain complete electronic and hard-copy job files.
2. Customer Administration
● Create and maintain customer master data.
● Create and maintain machine master data.
● Verify customer purchase orders prior to commencing work.
● Capture customer contact information.
● Maintain accurate customer records.
● Ensure customer documentation is complete and up to date.
3. Quotations Administration
● Prepare quotations using approved labour rates and pricing structures.
● Submit quotations to customers for approval.
● Follow up outstanding quotation approvals.
● Process approved quotations.
● Maintain quotation registers.
● Escalate pricing or approval issues where necessary.
4. Labour & Parts Administration
● Capture technician labour hours into the ERP system.
● Verify labour entries against job documentation.
● Capture parts issued against work orders.
● Ensure labour and parts transactions are accurately reflected before invoicing.
● Reconcile discrepancies with the relevant departments.
5. Warranty Administration
● Capture warranty claims within the ERP system.
● Verify supporting warranty documentation.
● Compile warranty claim packs.
● Submit warranty documentation to Product Support.
● Maintain warranty records and supporting documentation.
● Track outstanding warranty information.
6. Invoice Administration
● Prepare completed job files for invoicing.
● Verify labour, parts and miscellaneous charges.
● Ensure all supporting documentation is attached.
● Process invoices in accordance with company procedures.
● Maintain invoice registers.
● Resolve administrative invoicing discrepancies.
7. Document Control● File completed service documentation.● Maintain electronic document repositories.● Ensure service documentation complies with document control requirements.● Archive completed job records.● Maintain customer correspondence records.8. Administrative Reporting
● Prepare daily work order reports.
● Prepare weekly quotation reports.
● Prepare invoicing reports.
● Monitor outstanding purchase orders.
● Monitor outstanding quotations.
● Prepare warranty administration reports.
● Assist with monthly operational reporting.
8. Administrative Reporting
● Prepare daily work order reports.
● Prepare weekly quotation reports.
● Prepare invoicing reports.
● Monitor outstanding purchase orders.
● Monitor outstanding quotations.
● Prepare warranty administration reports.
● Assist with monthly operational reporting.
9. Customer Communication
● Acknowledge receipt of customer service requests.
● Obtain customer purchase orders and required documentation.
● Issue quotations to customers.
● Provide administrative updates regarding quotation status, documentation requirements and invoice readiness.
● Arrange customer collection documentation upon job completion.
● Escalate technical or operational enquiries to the Aftermarket Planner, Workshop Supervisor or Product Support team.
10. Health, Safety & Quality
● Comply with all Health, Safety and Environmental requirements.
● Follow company Quality Management procedures.
● Maintain confidentiality of customer information.
● Ensure accuracy and integrity of ERP transactions.
● Participate in continuous improvement initiatives.
EDUCATION:
· Matric (Gr 12) or equivalent of a Gr 12 Certificate.
· Office Admin qualification (advantageous)
EXPERIENCE:
· At least 1-2 years’ experience in a service administration or workshop administration environment.
· Evolve ERP System knowledge would be beneficial.
· Product knowledge.
· Computer Literacy (Automate/Evolve knowledge).
· Working experience on MS Office & Excel and Google Spreadsheets
· Product Knowledge would be beneficial.
COMPETENCIES AND SKILLS:
● Administrative Excellence: Efficiently processes transactions and maintains accurate records with high attention to detail.● Customer Focus: Provides professional support and responsive service to internal and external customers.● Communication: Communicates clearly and professionally with customers, technicians, and internal departments.● Time Management: Effectively manages multiple priorities to meet deadlines.● Planning & Organisation: Maintains structured processes for complete and accessible documentation.● Attention to Detail: Ensures absolute accuracy of transactions, documentation, and records prior to processing.● Teamwork: Collaborates effectively with Aftermarket, Workshop, Field Service, Parts, Finance, and Product Support teams.● Integrity: Maintains confidentiality and ensures compliance with company policies and procedures.
INTERNAL/EXTERNAL CONNECTIONS:
● Works across all departments.
● Customers.
LOCATION & EXPECTED TRAVEL:
● This position is based in 20 September street, Middelburg, South Africa.
Application Question(s):
- Why do you want to leave your current employer?
- What is your current salary (basic and cost to company)
- Please elaborate on your workshop administration experience
- What is your notice period?
- What benefits do you receive?
- What is your salary expectation?
- Why do you think you will be successful in this position?
- Describe your character in 150 words
Work Location: In person
