Volvo Group: Service Administrator

Closing Date: 26 February 2021

Location: Boksburg, Gauteng

The main purpose of the role is to ensure that all administration pertaining to workshop processes is dealt with efficiently

Reporting: This position will report to the Admin Team Leader

Job Objectives
Opening and processing of job cards for repairs, maintenance and servicing

  • Ensure information on book in sheet received from workshop include all relevant information e.g. registration number, chassis number, kilometer reading etc.
  • Recording service type, e.g. basic, annual etc
  • Record any other faults e.g. brake lights not working, vehicle overheating, etc
  • Transferring all relevant information onto job card on computer.
  • Carry out credit checks.
  • Ensure that job card is allocated to correct account i.e. customer, warranty, maintenance contract.
  • Ensure that job cards are signed by Driver/owner or relevant responsible person.

Outwork/sublet orders

  • Raising a sublet order
  • Ensure outwork supplier submit quotation for work to be done
  • Sublet order raised against the job (First copy to outlet supplier, second to costing file and third to the job card)
  • Copy of processed invoice and order to be attached to job card.

Closing of job cards (work in progress)

  • Ensure that daily WIP controls are in place and that regular follow ups are done with workshop team leaders to ensure continuous flow of process
  • Ensure job card has been completed as required with all relevant information, i.e. date, work carried out, time started, time finished, total time worked, VST, cause of failure, etc.
  • Ensure that owner or relevant person sign acceptance of work and/or parts fitted.
  • Ensure job is signed off by relevant Mechanic, the Team Leader and the AM Manager before closure

Job Processing and Workflow

  • Enter brief description of work done and any notes made by the Workshop Manager
  • Enter parts used
  • Enter labour according to VST codes
  • Enter outwork
  • In case of breakdowns enter travelling time and call out fee
  • Enter sundries and consumables
  • Print invoice and ensure it is handed to the Workshop Manager to sign off and ensure order numbers are in place
  • Hand over to administrative assistant
  • Upon final confirmation of payment received issue gate pass to driver


  • Ensure filing is kept up to date
  • Daily printing and filing of all claim documents onto relevant job cards


  • Expect to give full support as a Workshop Administrator
  • Work according to the Volvo Way

Education & Job Experience

  • Matric or equivalent
  • Computer Skills
  • Strong administrative background
  • Warranty and Maintenance experience within a dealership

Required Competencies

  • Honest
  • Accuracy
  • Work well under pressure
  • Customer focused
  • Organizational skills
  • Administration skills
  • Leadership skills
  • Team player
  • Quality orientated
  • Ability to plan and organize
  • Good Time management
  • Task execution with minimum supervision
  • Good attention to detail

Click Here To Apply Online

“Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer.”

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