Commercial Vehicle – Service Administration Supervisor - Emahlahleni – Witbank & Middelburg

SUMMARY:
Commercial Vehicle – Service Administration Supervisor
Emahlahleni – Witbank

#DriveYourCareerForward as a Serivice Admin Supervisor
 
Our client, a leading Commercial vehicle dealership in Witbank is looking to employ a strong, detail driven Service Administration Supervisor to champion workshop admin processes.  In this key role, you will manage costing, warranty claims, invoicing, cash control and debtor follow ups, ensuring every service transaction runs like a well-tuned diesel engine.

You will be the backbone of aftersales support building strong internal, customer and supplier relationships while keeping performance, compliance and service quality on track for both their Witbank and Middelburg dealerships.

Remuneration
Competitive package – Strong benefits including Medical aid and Provident Fund and incentives are offered.

POSITION INFO:
Duties include

Administrative Leadership & Cross-Location Oversight:
Supervise, coach, and develop the workshop administration team, ensuring timely completion of daily tasks and adherence to policies. Provide guidance and support to administrative teams across multiple dealership sites (Witbank and Middelburg), ensuring consistency in processes, compliance, and service quality. Conduct regular training on costing, invoicing, warranty procedures, and debtor management. Implement and maintain administrative systems to streamline workflow and maintain premium brand standards.

Reporting & Financial Oversight:
Generate detailed reports on costing, warranty claims, cash flow, and debtor performance. Analyse trends, identify issues, and provide actionable insights to the Service Manager. Support budget preparation, forecasting, and monthly financial reviews, ensuring data accuracy and operational efficiency.

Continuous Improvement & Compliance:
Identify opportunities for process improvements and implement solutions to enhance efficiency, accuracy, and customer satisfaction. Ensure adherence to internal policies, audit requirements, and corporate governance standards.

Workshop Costing & Invoicing:
Oversee accurate costing of all repairs and services, ensuring labour, parts, and materials align with brand pricing structures. Review job cards, repair orders, and invoices for completeness and accuracy, promptly addressing discrepancies. Ensure all billing processes adhere to workshop standards and corporate guidelines.

Warranty Claims Management:
Manage the end-to-end warranty claims process, including submission, approval, and follow-up with manufacturers, suppliers, and service teams. Ensure compliance with brand guidelines, accurately maintain documentation, and prepare reports for audits. Identify and resolve delays or discrepancies in claims efficiently.

Debtors & Cash Outstanding Management:
Take ownership of the dealership’s cash collection and debtor management processes. Monitor outstanding accounts, implement proactive collection strategies, liaise with finance and accounts teams, and escalate issues when necessary. Maintain accurate payment records and assist in reconciliation processes.

Customer Account Management:
Ensure all customer accounts are accurate, up to date, and fully reconciled. Provide customers with clear communication regarding invoices, payments, and warranty claims. Resolve disputes promptly, maintaining a professional, customer-centric approach while protecting the dealership’s financial interests.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of workshop costing and invoicing
• Efficient warranty claim processing and audit compliance
• Reduction of cash outstanding and debtor ageing
• Achievement of debtor collection targets
• High customer satisfaction regarding billing, warranty, and account management
• Effective team performance, training, and compliance adherence

• Minimum 3–5 years’ experience in a service administration/supervisory role within a commercial vehicle dealership
• Strong knowledge of service costing, warranty management, cash and debtor management
• Experience with dealership management systems (CDK, Autoline, Kerridge, SAP, or similar)
• Proven leadership and people management skills, with the ability to coach and develop a high-performing team
• Strong analytical, organisational, and problem-solving skills
• Customer-focused mindset with excellent communication and interpersonal skills
• Proficient in MS Office (Excel, Word, Outlook) and dealership admin platforms
• Confident, assertive, and able to thrive in a fast-paced, high-volume environment
• Residing in Witbank or close