Operations Administrator

Job Advert Summary

To deliver effective administrative and coordination support to the Service Department by managing workshop documentation, job card processes, customer databases, reporting, scheduling, and financial administration, ensuring accurate records, efficient operations, and a high standard of customer service

• Provide administrative support to the workshop and service department, ensuring all documentation is accurately processed and maintained.
• Administer the opening, updating, costing, and closing of job cards in accordance with company procedures.
• Prepare and issue quotations for service, repair, and parts requirements.
• Maintain accurate customer, vehicle, and service records on company systems and databases.
• Capture, monitor, and update workshop activities to ensure accurate billing and job costing.
• Monitor Work in Progress (WIP) and follow up on outstanding job cards to support timely invoicing and closure.
• Coordinate workshop bookings and maintain workshop schedules to support operational efficiency.
• Update preventative maintenance and service schedules, including fleet maintenance records.
• Process, reconcile, and maintain records of repair-related credit notes and supporting documentation.
• Compile and submit weekly wage information to Payroll within specified deadlines.
• Maintain filing systems and records in accordance with company policies and audit requirements.
• Prepare administrative reports and support departmental reporting requirements.
• Manage customer correspondence and maintain documentation relating to quotations, approvals, declined work, and service history.
• Liaise with suppliers regarding purchase orders, quotations, deliveries, and administrative queries.
• Ensure departmental records, databases, and customer information are updated accurately and timeously.
• Provide general administrative support to the Service Manager and workshop team as required

Grade 12 / N3 / National Vocational / Technical Certificate

Cmputer literacy essential - Excel (intermediate)

A diploma or course in office administration or a related qualification will be an advantage

 A minimum two years’ experience in a vehicle workshop's administrative environment.