Commercial Vehicle Service Administrator â Witbank

Responsibilities:Service Costing & InvoicingSupervise the accurate costing of repairs and services, ensuring that labour, parts, and materials are properly accounted for and in line with the brands pricing structureOversee the preparation of repair orders, job cards, and invoices, ensuring timely and accurate billing in accordance with workshop standardsReview and ensure all invoices reflect accurate job completion and agreed pricing, identifying discrepancies in costing or billing promptlyWarranty Claims ManagementManage the end-to-end process of warranty claims for customers, ensuring compliance with brand guidelines and warranty termsLiaise with manufacturers, parts suppliers, and service teams to ensure timely approval and processing of warranty claimsMonitor the status of warranty claims and follow up on any delayed payments or unresolved issuesEnsure all warranty-related documentation is properly stored and filed and assist in preparing reports for warranty auditsDebtors & Cash Outstanding ManagementOversee and manage the cash outstanding process, ensuring all customer payments are tracked, followed up, and received in a timely mannerDevelop and implement a proactive strategy for debt collection, working with the accounts and service teams to minimize outstanding balancesReview customer accounts for overdue payments, sending reminders and coordinating with external debt collection agencies if necessaryEnsure that all customer receipts and payments are accurately recorded, with proper documentation provided for reconciliationCustomer Account ManagementMonitor and maintain accurate customer accounts, ensuring that all service and repair transactions are logged and invoiced correctlyProvide customers with timely updates on outstanding balances, invoicing queries, and account statusResolve any customer disputes or discrepancies related to billing, costing, or warranty claims, escalating issues to senior management when necessaryAdministrative SupervisionSupervise and guide the workshop admin team, ensuring that daily administrative tasks, including filing, documentation, and reporting, are completed accurately and on timeDevelop and maintain administrative procedures and systems to streamline the workflow, improve efficiency, and ensure the premium brands standards are upheldConduct regular training sessions for the admin team on costing processes, invoicing standards, warranty claim procedures, and debtor managementReporting & Financial OversightPrepare and submit regular financial reports on cash outstanding, debtor aging, warranty claims, and other financial KPIs related to service operationsMonitor financial trends and identify any potential issues related to costing, payment delays, or claims processingAssist the Service Manager in the preparation of monthly forecasts and annual budgets, providing insights into workshop financial performanceRequirements:ExperienceMinimum 3-5 years of experience in a similar administrative or supervisory role within a commercial vehicle dealership workshopStrong understanding of service costing, warranty management, and debt collection within the automotive industryExperience with dealership management systems (e.g., CDK, Autoline, Kerridge, SAP, or similar)Skills & AttributesExcellent leadership, communication, and organizational skillsStrong analytical skills with the ability to manage financial reports, billing discrepancies, and debtor managementHigh attention to detail and accuracy in costing, invoicing, and warranty claim processingProficient in MS Office (Excel, Word, Outlook), and knowledge of DMS platformsProven ability to manage multiple priorities while maintaining a high level of service qualityAbility to maintain a customer-centric approach, ensuring satisfaction while balancing financial management goalsStrong, assertive and highly confident personality and skillset abilitiesKey Performance Indicators (KPIs)Accuracy in job costing and invoicingTimeliness and efficiency in warranty claim processingReduction in cash outstanding and debtor agingAchievement of debtor collection targetsCustomer satisfaction scores related to billing, payment processes, and warranty resolutionCompliance with internal financial and warranty audit requirements Please note only candidates with the required experience will be contacted and considered. If you are not contacted within 14 days from application, kindly consider your application as unsuccessful.Applications will only be considered from candidates who meet the specified criteria as per the job spec. If you do not meet the requirements, Select Motor Recruitment reserves the right not to respond to your application. Applications should be submitted no later than Tuesday 28 October 2025.