Administrator: Service Advisor/Administrator: Costing | Lereko Volvo Polokwane

Lereko Volvo Polokwane currently holds a dual vacancy for an Administrator: Service Advisor/Administrator: Costing reporting to the Manager: Service. We are seeking a dedicated Service Advisor & Costing Clerk to play a critical role in our customer service and financial operations. This position focuses on delivering exceptional support to clients while managing service costs effectively within the automotive industry. You will act as a key point of contact between customers and our service department.

Main Job Activities:

Workshop Productivity:

• Responsible for ensuring work is carried out according to customer’s requirements and authorization
• Responsible for printing specifications/readjustments and forward them with relevant AWD to VOLVO SA.
• Responsible for liaising with VOLVO SA - based on outcome of repair required.
• Responsible for ensuring idle time is minimized by helping in service and repairs.
• Ensuring that workshop productivity meets agreed standards.
• Reporting productivity/quality problems immediately and ensuring correct loading of workshop hours
• Monitor and report updating requirements of technician database for time and efficiency analysis to the Service Admin Manager.
• Monitor WIP 

 Customer Services:

• Maintain a “fix right first time” service excellence.
• Improve and maintain customer service indexes percentages to agreed standards.
• Conduct proper diagnosis in line with Customers symptom description.
• Establish authorization for extra work.
• Ensure vehicles are tested to ensure quality.
• Ensure that jobs are pre-costed and invoices before customer collection, provide timeous feedback to customers if delays occur.
• Explain all items of work at handover
• Follow up on customer enquiries and complaints
• Ensure all procedures are followed and adhered to with all customers regarding loan cars

 Service Costing:

• Verify correctness and completeness of job card with regard to order number, correct account number, credit limits, vehicle details, etc.
• Use correct costing codes for different labour rate, oils, etc.
• Ensure job cards are invoice and cost accurately and timeously.
• Ensure the correct number of labour hours against the flat rate manual is cost, including sublet work, oil and consumables.
• Understand and utilize UDSA and group costing & warranty procedures.
• Demonstrate a clear knowledge of motor vehicle component or components and operation so as to be able to correctly interpret technical reports on order and job cards into real time costing.

Finance and Administration:

• Ensure effective daily planning
• Adhere to labour sales and performance targets
• Manage and control expenses
• Pre-write job cards
• Ensure that warranty claims are correctly recorded
• Utilize progress control to meet deadlines
• Strictly Manage WIP
• Ensure request for estimates are administered accurately and efficiently.
• Provide departments, manufacturer and customers with speedy and efficient service.
• Ensure high quality of costing so as to enhance customer satisfaction minimizing customer disputes.
• Work extended hours as and when required to enhance customer satisfaction
• Cash Outstanding to be monitored and controlled
• Correct payments obtained
• Adhere to credit control procedures

Product, technical & business knowledge:

• Stay abreast of industry developments eg. new products, warranty, maintenance
• Ensure that all product, technical training is attended as per UDSA requirements
• All vehicle details checked for accuracy.
• Ensure all relevant documents authorized, signed and attached (repair orders for costing, parts requisition, diagnosis reports, etc) to comply with UDSA audit standards.
• All job cards and invoices filed daily
• All policies and procedures adhered to for costing
• Assist with debtor queries as and when required

 Skills & personal attributes:

• Integrity
• Teamwork
• Target driven
• Negotiation skills
• Follow through skills
• Self-driven and resilient
• Customer responsiveness
• Ability to cope with pressure
• Interpersonal skills (emotional maturity / cross functional collaboration)
  
  

• Matric/ Grade 12/ NQF Level 4 equivalent Qualification 
• Certification in customer service or automotive service advising.
• Experience with specific service management systems (e.g., Evolve , Volvo VSR , Volvo UCHP )
• 3 years Costing and service advisor within the automotive industry