Commercial Vehicle Service Administrator – Witbank

SUMMARY:
Remuneration: Attractive remuneration package with comprehensive benefits
 
Purpose Of The Job:
 
Our client a Commercial Vehicle dealership, urgently requires a VERY STRONG Service Admin Supervisor.  The position will be based in Witbank but will also oversee their dealership in Middleburg.
 
The Service Administration Supervisor is responsible for overseeing the administrative functions within the workshop with a specific focus on costing, warranty claims, cash outstanding, and debtor management. This role ensures the smooth processing of service orders, accurate costing, timely invoicing, and effective management of customer payments. As a key player in the after-sales process, the Service Admin Supervisor ensures that all administrative duties align with the company’s high service standards, while also maintaining strong relationships with customers and external vendors.

POSITION INFO:
Responsibilities:
Service Costing & Invoicing

• Supervise the accurate costing of repairs and services, ensuring that labour, parts, and materials are properly accounted for and in line with the brand’s pricing structure
• Oversee the preparation of repair orders, job cards, and invoices, ensuring timely and accurate billing in accordance with workshop standards
• Review and ensure all invoices reflect accurate job completion and agreed pricing, identifying discrepancies in costing or billing promptly

• Manage the end-to-end process of warranty claims for customers, ensuring compliance with brand guidelines and warranty terms
• Liaise with manufacturers, parts suppliers, and service teams to ensure timely approval and processing of warranty claims
• Monitor the status of warranty claims and follow up on any delayed payments or unresolved issues
• Ensure all warranty-related documentation is properly stored and filed and assist in preparing reports for warranty audits

• Oversee and manage the cash outstanding process, ensuring all customer payments are tracked, followed up, and received in a timely manner
• Develop and implement a proactive strategy for debt collection, working with the accounts and service teams to minimize outstanding balances
• Review customer accounts for overdue payments, sending reminders and coordinating with external debt collection agencies if necessary
• Ensure that all customer receipts and payments are accurately recorded, with proper documentation provided for reconciliation

• Monitor and maintain accurate customer accounts, ensuring that all service and repair transactions are logged and invoiced correctly
• Provide customers with timely updates on outstanding balances, invoicing queries, and account status
• Resolve any customer disputes or discrepancies related to billing, costing, or warranty claims, escalating issues to senior management when necessary

• Supervise and guide the workshop admin team, ensuring that daily administrative tasks, including filing, documentation, and reporting, are completed accurately and on time
• Develop and maintain administrative procedures and systems to streamline the workflow, improve efficiency, and ensure the premium brand’s standards are upheld
• Conduct regular training sessions for the admin team on costing processes, invoicing standards, warranty claim procedures, and debtor management

• Prepare and submit regular financial reports on cash outstanding, debtor aging, warranty claims, and other financial KPIs related to service operations
• Monitor financial trends and identify any potential issues related to costing, payment delays, or claims processing
• Assist the Service Manager in the preparation of monthly forecasts and annual budgets, providing insights into workshop financial performance

• Minimum 3-5 years of experience in a similar administrative or supervisory role within a commercial vehicle dealership workshop
• Strong understanding of service costing, warranty management, and debt collection within the automotive industry
• Experience with dealership management systems (e.g., CDK, Autoline, Kerridge, SAP, or similar)

• Excellent leadership, communication, and organizational skills
• Strong analytical skills with the ability to manage financial reports, billing discrepancies, and debtor management
• High attention to detail and accuracy in costing, invoicing, and warranty claim processing
• Proficient in MS Office (Excel, Word, Outlook), and knowledge of DMS platforms
• Proven ability to manage multiple priorities while maintaining a high level of service quality
• Ability to maintain a customer-centric approach, ensuring satisfaction while balancing financial management goals
• Strong, assertive and highly confident personality and skillset abilities

• Accuracy in job costing and invoicing
• Timeliness and efficiency in warranty claim processing
• Reduction in cash outstanding and debtor aging
• Achievement of debtor collection targets
• Customer satisfaction scores related to billing, payment processes, and warranty resolution
• Compliance with internal financial and warranty audit requirements