Service Administrator

Volvo Group Logo

Service Administrator

South Africa

Position Description

The main purpose of the job is to ensure that all administration pertaining to workshop process is dealt with efficiently.

Reporting : This position report to the Admin Team Leader.

Job Objectives:

Warranty and Maintenance administration.

  • Ensure that Warranty and Maintenance claims are submitted timeously in accordance with the warranty binder and maintenance procedures.
  • Ensure zero rejection rate.
  • Ensure parts are disposed of in accordance with directives and policies.
  • Ensure that all parts in the claim store is clearly marked according to relevant procedures.
  • Ensure the accuracy and back-up of all relevant documentation including but not limited to job cards e.g. photos, protocols, defect reports, sublet invoices etc.
  • Ensure jobs are costed within VST parameters.
  • Make sure all sublet invoices are loaded on job cards and forwarded to finance for payment.
  • All job cards must be signed off by the Line Manager.

Opening and processing of job cards for repairs, maintenance and servicing.

  • Ensure information on job card received from workshop include all relevant information e.g. registration number, chassis number, kilometre 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 Technician, the Team Leader and the Service Manager before closure.

Job Costing.

  • 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.

Education & Experience:

  • Matric / N3 or equivalent.
  • Computer Skills.
  • SAP/GDS Fusion.
  • Strong administrative background.

Key Competencies :

  • Good administrative ability.
  • Attention to detail.
  • Work well under pressure.
  • Customer focused.
  • Good communication.
  • Administration skills.
  • Take Initiative.
  • Team player.
  • Quality orientated.
  • Stock control (Warranty).
  • Good time management.
  • Honesty and Integrity.

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

About us

The Volvo Group drives prosperity through transport solutions, offering trucks, buses, construction equipment, power solutions for marine and industrial applications, financing and services that increase our customers’ uptime and productivity. Founded in 1927, the Volvo Group is committed to shaping the future landscape of sustainable transport and infrastructure solutions. Countless career opportunities are offered across the group’s leading brands and entities that share a culture of Trust, Passion, High Performance, Change and Customer Success. 

The Volvo Trucks brand has been built up over decades and enjoys a solid position worldwide. It is one of the world’s best known and respected brands within the commercial vehicle industry. It is associated with the core values quality, safety and environmental care. With Volvo Trucks you will be part of a global and diverse team. We work with passion, we trust each other and we embrace change to stay ahead. Together we move the world we want to live in and help our customers keep their promises.

Auto req ID



Volvo Trucks

State / Province




Employment/Assignment Type


Travel Required (maximum)

No Travel Required

Functional Area


Last application date


Apply Here: Service Administrator | Volvo Group (

Leave a Reply