Job Description

Our client, a well-known company is looking for candidates for the position of Service Administrator.Main Purpose:

• This position is responsible for providing administrative support to the service department and business control activities within the dealership
• To assist and support Service & Workshop Manager to generate all necessary management reporting and compile for monthly review and Business Review Meeting (BRM)
• To assist and support management in monitoring and managing all technicians\xe2\x80\x99 attendance, Overtime (OT) and allowance claims
• To assist and support Business Control (BC) team to ensure all processes are strictly complied to approval guidelines

Responsibilities:

• Check and ensure all proper documentation (Photocopy customer invoice, checklist and approved quotation) with signatories and correct company stamp and billing is accurate.
• Ensure correct and accurate matching of invoices issued daily.
• Prepare LDS sublet report for Business Controller.
• Ensure completeness of LDS (Manual Invoices) are submitted timely to BC team.
• Evaluate the Credit Note (CN) request justification and ensure complete documentation prior to approval by BC and GM.
• Authorised CN creator in LDS upon approved request with appropriate justification.
• Ensure cheque received (if any) from customer is correct in amount.
• Photocopy NETS and VISA transaction slips before passing to BC team.
• Attend to customers and vendors query for any dispute/discrepancies arise.
• Prepare Purchase Order (PO) to suppliers / contractors.
• Check and verify vendor\xe2\x80\x99s invoice with PO if any and get Manager\xe2\x80\x99s approval.
• Ensure 3 ways matching (PO vs Delivery Order (DO) if applicable vs Invoice) on dates, completeness and accuracy prior to submission to BC.
• Ensure General Ledger and Cost Centre/Profit Centre coding are appropriate per guidelines.
• Track and monitor vendor invoices are received timely and in complete order. This is to avoid any further payment delay beyond agreed credit term.
• TMS OT verification with physical OT Form.
• TER claims (Dealership including Parts) full validation in terms of accuracy and completeness prior to final approval by BC and General Manager (GM).
• Ensure all TER claims, cash claims and receivables are duly recorded and submitted to BC for approvals.
• Ensure all correct documentation for new customer application Form and request change of credit term before submission to Business Controller.
• Provide reports to the Service & Workshop Manager, BC and GM on the performance of the service department. Reports to include:

• Weekly \xe2\x80\x93 Open Work Order Status to Service Advisor to update and for consolidation to the team.
• Monthly - Workshop sales reports, Utilisation Efficiency Productivity (UEP) report, Attendance Report, Key Performance Indicator (KPI) report, Accounts Receivable (AR) listing to Service Advisor.
• Support Service Advisors to closely monitor and follow up debtors and liaise with relevant parties to ensure prompt payment and healthy debtors for the service department.
• Serve as a back-up inbound call receiver for Service Counter as and when required.
• Support to request for potential/new vendor quotation and evaluation against existing vendors.
• Participate in system implementation and interface projects as needed basis.
• Involve in bi-yearly stocktake observation with Business Control Executives team.
• Administration of petty cash.
• Administration of workshop staff expense and travel claims.
• Coordinate Travel Plan as well as flight arrangement for GM and staff in dealership (if travel in group with GM for the same trip) \xe2\x80\x93 as needed upon request basis.
• Organize and coordinate team (Dealership & Company) lunch/dinner meeting \xe2\x80\x93 as needed upon request basis.
• Any additional duties assigned by Managers.
• To support & administer all cash issuance and reimburse petty cash to Workshop with Accounts (ACC) Department
• To support Real Estate (RE) team to report all building related issues to RE for follow-up action
• To support and manage AR for workshop through following up with customers, update on weekly meeting, submit credit application for new customer and monitor payment
• To support management in keeping appropriate records and control on issuance of PPE, uniforms, tools, special tools, inspections of equipment, others workshop related
• All other general administrative work to support service counter and technicians
• The above list of job duties is not exclusive or exhaustive and may be change reasonably based on situation by management.
• Job descriptions shall be regularly reviewed to ensure they are an accurate representation of the job.

Requirements:

• Minimum G.C.E. \xe2\x80\x98O\xe2\x80\x99 Level with 5 to 7 years of administrative support experience
• Preferably with 5 to 7 years of working experience handling administration support for service department working environment

For interested parties, kindly send in your resume in MS Word format to jessy.chiew@persolsg.com
We regret that only shortlisted candidates will be notifiedRegistration No.: R21100256 (Jessy Chiew)
EA License No.: 01C4394 (PERSOLKELLY Singapore PTE LTD)
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