Purpose of the Job

This role is responsible for the efficient administration and management of job cards, outwork processes, and customer service within a workshop or service environment. Key duties include the accurate opening, updating, costing, and closing of job cards, as well as managing outwork quotes and purchase orders through Embrace. The role ensures timely and professional communication with customers regarding service updates and supports the team in maintaining minimal work-in-progress levels through daily reporting and prompt issue resolution. Additional responsibilities include general administrative support, report generation, filing, stock take assistance, and upholding high standards of housekeeping, health and safety, and customer service.

Key Responsibilities 

Job Cards

• Open and close job cards accurately
• Post labour entries in a timely manner
• Ensure correct start and end dates are captured on job cards
• Use appropriate fault codes as per guidelines
• Update job card location and progress regularly
• Process outwork orders on job cards as required
• Ensure accurate costing and proper closure of job cards

Outwork – Quotes and Orders

• Obtain quotes from suppliers as needed
• Create orders on Embrace
• Ensure all requisitions and quotes are signed off by the Manager
• Attach signed quotes on Embrace and await approval before sending to the supplier
• Upon approval, convert the order and forward it to the supplier
• On completion, submit signed invoices and delivery notes with the PO pack for GRV processing

Customer Service

• Provide timeous and accurate feedback to customers regarding services, quotations, and repairs
• Assist customers in a friendly, courteous, and professional manner

Work in Progress (WIP)

• Maintain a minimal number of open job cards
• Resolve job card-related issues promptly
• Pull and manage the WIP report daily
• Provide WIP reports as and when requested

General

• Compile and submit daily and monthly job card and Atajo reports
• Maintain and update the Purchase Order report
• Perform weekly filing and document management
• Deliver high standards of customer service at all times
• Monitor and record time and attendance
• Assist with stock takes as required
• Ensure all paperwork is accurate and up to date
• Maintain clean and orderly workspaces in line with housekeeping standards
• Always comply with health and safety regulations
• Perform general administrative duties as needed

Minimum Requirements

• Grade 12 (Matric)
• At least 1 year’s previous experience in a service advisor or similar role
• Experience within the Retail Motor industry would be advantageous

Skills Required

• Administrative Accuracy
• Time management and prioritisation
• Customer-centric mindset
• Proficiency in Microsoft Suite
• Problem-solving
• Analytical thinking
• Organisation and planning skills
• Flexible and adaptability
• Excellent verbal and written communication