Service Administration Manager

2 weeks ago

Johannesburg, Gauteng, South Africa A-Z Business Professionals Full time

Position available:
Service Administration Manager

Minimum Job Requirements:

  • Senior Certificate (Grade 12)
  • Computer literate (Office suite)
  • Office administration experience(2years)

Advantageous Requirements:

  • Management diploma
  • Drivers licence
  • Managerial experience within the Motor Dealership Industry
  • Technical Qualification

Functions:

Manage motor plan and Warranty Claims process:

  • Accurate evaluate all Motor plan / Warranty claims
  • Submit all claims within specified time period
  • Ensure error report is done daily after previous days claims were submitted
  • Ensure all claim corrections are done timeously on Ceaser system
  • Identify reasons for rejected claims
    (if any):
  • Resubmit rejected claims
    (if any):
  • Follow up on all unpaid claims after specified time period
  • Ensure all (non used) parts are returned timeously
  • Ensure car hire authorisations are done and extended if needed

Manage costing process:

  • Responsible for regular job card audits
  • File all job cards timeously and accurately
  • Ensure all problems all completed vehicles on daily WIP are attended to accordingly (i.e. informing workshop)
  • Ensure all completed vehicles (service) are costed daily, to prevent claims that is out of submission period
  • Ensure job cards costed to correct accounts
  • Ensure sublet orders raised correctly and sublet invoices captured correctly
Coordination of Warranty returns parts

  • Ensure all (necessary) parts are returned within specific time period to BMW SA as specified
  • Ensure all parts returned is captured and processed
  • Assist in process of destroying parts

Responsible for administration tasks:

  • Capture and submit all overtime
  • Capture and submit monthly incentives
  • Receive all daily generated (DOC) reports (i.e. Carry over, Turnover, WIP etc.) from system
  • Ensure all daily (DOC) reports are submitted to relevant manager (i.e. Production Manager, Service Manager, Dealer Principal etc.)
  • Submit (workshop) time and efficiency report monthly
  • Submit (workshop) productivity report daily
  • Ensure daily activities conforms with dealer standards
  • Capture daily clocking
  • Monitor absenteeism and submitting leave and sick leave where applicable
  • Monitor administrative expenses

Condict departmental meeting to ensure effective communication:

  • Provide information on current administrative staff performance of department (departmental meeting)
  • Allow the opportunity for relevant input from administrative staff (departmental meeting)
  • Discuss all company bulletins and results and potential action plans

Maintain good housekeeping within the department:

  • Ensure neat and tidy administrative space at all times
  • Ensure all relevant soft/hard copy documents are filed accurately for easy accessibility
  • Ensure frontline staff desk is clean and occupied
  • Ensure compliance to company's CI (corporate identity) guidelines within department

Manage training of all service administration staff:

  • Use Training Needs Analysis to identify specific training needs
  • Prioritise training required and make the necessary booking
  • Complete training form feedback
  • Ensure briefing after training to establish competence of staff
  • Drive customer centric behaviour by example to all departmental staff

Attract, retain, appraise and develop staff:

  • Recruit staff,
  • Recruit staff,
preferably via Company's recommended recruitment process

  • Contribute to developing an enabling culture
  • Strive to retain talent
  • Develop succession plans for staff
  • Drive performance management
  • Coach and mentor junior staff
  • Ensure all staff are trained according to Company requirements
  • Conduct exit interviews
  • Acquire knowledge of Labour Relations Act

Essential competencies:

Planning & Organizing:


Sets clearly defined objectives; plans activities and projects well in advance and take account of possible changing circumstances; identifies and organises resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones.


Delivering results & meeting customer expectations:
Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals

Leading & supervising:


Provides others with a clear direction; motivates and empowers others; recruits staff of a high calibre; provides staff with development opportunities and coaching; sets appropriate standards of behaviour.


Following instructions and procedures:


Appropriately follows instructions from others without unnecessarily challenging authority; follows procedures and policies; keeps to schedules; arrives punctually for work and meetings; demonstrates commitment to the organisation; complies with legal obligations and safety requirements of the role.


Relating & networking:
Easily establishes good relationships with customers and st

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