The Main Purpose of the Job is that the Service Advisor is a key-player to deliver the Customer Charter and achieve high customer satisfaction combined with optimized aftermarket profitability. Secure that the dealership is working according to GVS process in the phases “Planning”, “On Arrival” and “Dealer to customer and follow up”.
Reporting: This position will report to the Service Manager
Job Objectives
Opening and processing of job cards for repairs, maintenance and servicing
Reporting: This position will report to the Service Manager
Job Objectives
Opening and processing of job cards for repairs, maintenance and servicing
- Opening of all job cards – service, repairs, etc.
- Ensure correct vehicle information, Registration, chassis & mileage.
- Ensure job card allocated to correct account i.e. customer, warranty, maintenance.
- Ensure correct service type on job card i.e. Basic service, brake over haul etc.
- Record any faults or queries by customer.
- Check service records for correct Service intervals and repeat repairs.
- Carry out credit checks.
- All Maintenance jobs, to obtain SA numbers (Service Authorisation on Intranet).
- When opening a job card, check Warranty status – relevant Campaigns and service Bulletins to be attached.
- Notify customer of any additional repairs and costs involved.
- Keep Customer up to date with progress of service and repairs at all times.
- Raising Sublet orders if necessary – (any outwork not performed in workshop).
- Closing of job cards (work in progress).
- Control daily WIP (work in progress).
- Ensure all job cards to be filled in by mechanic and team leader to sign all job cards off.
- All relevant information, i.e. work carried out, 3 C’s, Casual part numbers, total time worked, mechanic number.
- All warranty jobs to have all relevant paper work filled in, i.e. protocols, serial numbers – old & new parts fitted, campaign information etc.
- All warranty and maintenance parts to be clearly tagged and marked with all relevant information recorded on tags – all parts cleaned and kept in Warranty store.
- Costing all job cards – use your Volvo dealer – Impact for all VST (labour codes) to be used on job cards.
- All casual part numbers to be checked on impact to ensure Warranty or maintenance claim to be correct.
- Enter brief description of work done by mechanic.
- Check all parts on job card, make sure all parts are booked out and all parts correspond with work done on job card.
- Enter all relevant VST, 3C’s, Defect codes etc – cost job to relevant cost centres, i.e. warranty, maintenance or customer.
- All outstanding customer invoices to be paid first before any gate pass is made out.
- File job cards and copy invoices away – according to Volvo system.
- All warranty and maintenance jobs to be kept until fully paid by different departments – all warranty and maintenance jobs to be kept for 3months in office.
- Check all warranty and maintenance jobs on VF05 and UCHP every morning for corrections or rejections etc. – carry out corrections a.s.a.p.
- Update Excel document with any rejections and reason for rejection and forward to Branch Admin Manager and General Manager – East Coast Region.
- Goodwill requests to be done by After Sales Manager.
- Assist customers with any warranty and maintenance queries.
- Phone Suppliers for copies of outstanding invoices and statements.
- Send documents to head office with courier.
- Cashier – assist cash customers and process speedpoint transactions.
- Stationery – compile list to order once a month.
- Attach petrol slips to petrol accounts – once a month.
- Staff refreshments – ensure sufficient supply.
- Assist with making copies and faxing as requested.
- Post invoices to customers.
- Assist Branch Admin Manager.
- Grade 12 / N3.
- Administration Diploma (an advantage).
- Customer Management.
- Commercial/ Retail mindset.
- Relating/Negotiating.
- Planning & organization.
- Flexible working hours.
- Product knowledge.
- Technical knowledge.
- 2 year minimum strong administration in a workshop environment.
- Good verbal and written communication skills.
- Ability to plan and organise.
- Good customer service skills.
- Accuracy and attention to detail.
- Ability to work under pressure.
- Good Time management.
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