Workshop Administrator

SUMMARY:
The Workshop Administrator plays a critical role in supporting the smooth and efficient operation of the service and workshop department within a premium vehicle dealership. The position ensures exceptional customer service standards, accurate administration, and effective coordination between technicians, service advisors, and management, in line with the brand’s high-quality expectations.

POSITION INFO:

Key Responsibilities

• Provide administrative support to the workshop and service department, ensuring all documentation is accurate and completed timeously
• Open, update, and close job cards in accordance with manufacturer and dealership procedures
• Capture labour, parts usage, warranty claims, and internal job costs accurately on the dealer management system (DMS)
• Liaise with service advisors, technicians, parts department, and management to ensure workflow efficiency
• Manage service bookings, follow-ups, and customer communication where required
• Prepare and submit warranty and service plan claims in compliance with manufacturer standards
• Ensure all repair orders meet audit and compliance requirements for a premium brand
• Maintain accurate records of service history, invoices, and workshop reports
• Assist with monthly reporting, productivity tracking, and departmental administration
• Uphold exceptional customer service standards and brand professionalism at all times

Skills & Competencies

• Strong administrative and organisational skills with high attention to detail
• Excellent communication skills, both verbal and written
• Ability to work effectively in a fast-paced, high-volume workshop environment
• Professional, well-presented, and customer-focused approach
• Strong time management and problem-solving abilities
• Ability to work independently and as part of a team

Experience & Qualifications

• Previous experience in a workshop administration or service department role within a dealership environment
• Experience working with a Dealer Management System (DMS)
• Knowledge of automotive service processes, warranty procedures, and job card administration
• Matric / Grade 12 (automotive or administrative qualification advantageous)
• Experience within a premium or luxury automotive brand will be a strong advantage