Automotive Repair Authorisation Coordinator - Gauteng; Woodmead

SUMMARY:
Remuneration: R18,000 - R30,000 per month (depending on experience and skillset) + Provident Fund + Funeral Cover + Commission Incentive.
Working Hours:  Monday – Friday Shift-based rotational schedule within a 24/7 call centre environment.
 
About the Company:
Our client is a technology-driven business that provides real-time visibility, streamlined communication, and end-to-end management of repair and maintenance networks through a single integrated platform. Originally established within the heavy motor vehicle sector, the company now supports multiple industries by helping businesses reduce downtime, improve operational efficiency, and maintain greater control over their maintenance and service processes through data-driven insights and seamless system integration.
Their fast-paced environment is focused on delivering exceptional service, rapid problem resolution, and minimising operational disruption for fleet owners and business operators.
 
Purpose Of the Job:
The Repair Authorisation Coordinator plays a critical role in ensuring vehicle breakdowns, repairs, and maintenance events are managed quickly, efficiently, and cost-effectively.
This is not a traditional administration role. The successful candidate will be expected to think critically, make decisions under pressure, manage multiple priorities simultaneously, and take ownership of customer issues from start to finish. They must be capable of handling high-pressure and emotionally charged situations while remaining calm, professional, and solutions focused.
 
The ideal candidate will come from a background such as:

• Warranty Clerk
• Costing Clerk
• Service Advisor
• Workshop Controller
• Fleet Maintenance Administrator
• Repair Authorisation Consultant

POSITION INFO:
Key Responsibilities:
Repair Authorisation & Cost Control

• Review and assess repair quotations for accuracy, reasonableness, and completeness.
• Verify labour hours, parts pricing, travel costs, call-out fees, and workshop charges.
• Ensure all quotations comply with customer contracts, supplier agreements, and company authorisation guidelines.
• Challenge unsupported costs and negotiate amendments where required.
• Obtain supporting documentation and technical information to justify repair expenditure.
• Process repair authorisations within approved authority levels.

• Act as the key point of contact between customers, fleet operators, workshops, suppliers, and internal teams.
• Manage incoming queries, complaints, and escalation calls professionally and efficiently.
• Handle high-anxiety situations involving vehicle downtime and operational disruptions.
• Keep all stakeholders informed throughout the repair process.
• Build strong working relationships while maintaining commercial discipline.

• Drive repair cases proactively and prevent unnecessary delays.
• Assess situations critically and identify practical solutions.
• Present multiple options to customers and internal stakeholders, outlining the best solution through to alternative options.
• Escalate critical matters where necessary.
• Ensure urgent repairs receive immediate attention to minimise downtime.

• Maintain accurate records within the company's proprietary software platform.
• Update supplier rates, pricing structures, and commercial information.
• Ensure all authorisation decisions are properly documented and auditable.
• Monitor outstanding actions and follow up until resolution.
• Generate and maintain operational records with a high degree of accuracy.

• Grade 12 / Matric
• Minimum 3 years' experience in one or more of the following:
• Warranty administration
• Dealership costing
• Service advising
• Fleet maintenance administration
• Repair authorisations
• Workshop control
• Vehicle parts and service costing
• Strong understanding of vehicle repairs, maintenance processes, labour rates, and parts pricing.
• Excellent computer literacy and confidence working on specialised software systems.
• Strong numerical ability and administrative accuracy.
• Ability to work shifts within a call centre or operations environment.

• Passenger vehicle dealership experience.
• Commercial vehicle dealership experience.
• Fleet management or fleet maintenance administration experience.
• Multi-brand workshop experience.
• Experience negotiating quotations and repair costs.
• Intermediate Microsoft Excel skills.
• Exposure to supplier management and service-level agreements.

• Able to assess situations quickly and make informed decisions.
• Identifies problems proactively rather than waiting for instruction.
• Evaluates multiple solutions and recommends the most effective course of action.

• Remains calm under pressure.
• Able to separate customer emotions from operational requirements.
• Handles complaints and escalations professionally.

• Passionate about helping customers.
• Understands the impact vehicle downtime has on businesses and fleet operators.
• Maintains professionalism during difficult conversations.

• Excellent verbal and written communication skills.
• Able to communicate with customers, technicians, suppliers, and management at all levels.
• Confidently challenges suppliers and requests clarification when required.

• Effectively manages multiple repair cases simultaneously.
• Prioritises competing demands without compromising quality.
• Maintains attention to detail in a fast-paced environment.

• Strong understanding of automotive repairs and workshop operations.
• Able to interpret quotations and identify anomalies.
• Comfortable learning and utilising advanced operational systems.