Service Admin

**Key Responsibilities**:
1. **Service Operations & Parts Coordination**
- Process service job cards and update vehicle service records in the system.
- Track all spare parts usage by technicians, ensuring parts are correctly recorded against each job.
- Liaise with the Parts Department to verify availability, issue, and return of parts used in repairs and maintenance.
- Maintain accurate documentation of all repair and maintenance activities.

2. **Customer Service & Frontline Support**
- Schedule and coordinate customer appointments, follow up on pending services or parts orders, and ensure timely updates to customers regarding their vehicle status.
- Address customer inquiries, concerns, and complaints with professionalism and urgency, escalating unresolved issues to the Service Manager.

3. **Reporting & Administrative Duties**
- Prepare daily service performance reports, including job progress, technician productivity, and outstanding work orders.
- Maintain customer records, service history logs, and follow-ups using the Dealer Management System (DMS).
- Ensure that all service paperwork, warranty claims, and internal memos are properly filed and securely backed up.

4. **Workshop & Office Support**
- Support workshop efficiency by coordinating job flow between service advisors and technicians.
- Maintain a clean, safe, and well-organized service reception and administrative workspace.
- Ensure office equipment and supplies are available and operational.

5. **Stock Control & Documentation**
- Monitor consumables and service parts stock levels; raise requisitions or notify procurement as needed.
- Assist in monthly stock take exercises and ensure compliance with audit requirements.
- Log and track delivery and return of customer vehicles for service-related matters.

6. **Compliance & Quality Assurance**
- Enforce adherence to company SOPs and the Quality Management System (QMS) aligned with ISO9001 standards.
- Support audit preparation by ensuring all documentation and records are current, complete, and compliant.
- Participate in training and safety briefings to uphold workshop safety and 5S practices.

7. **Ad Hoc and Support Duties**
- Assist Service Advisors and Service Manager in special assignments or campaigns (e.g. recall notices, service promotions, CSI follow-ups).
- Perform any other administrative or operational support tasks as assigned.

**Requirements**:

- Minimum SPM/Diploma in Business Admin, Automotive Engineering, or related field.
- Minimum 1-2 years experience in an automotive service center or dealership environment.
- Proficient in Microsoft Office and Dealer Management Systems (e.g., Autoline, CDK, Kerridge).
- Strong customer service skills with a proactive and problem-solving mindset.
- Knowledge of basic vehicle components and service processes is an advantage.
- Familiarity with ISO 9001:2015 QMS practices is preferred.
- **Must possess a valid driver’s license.**:

- **Willing to travel for outstation assignments as required by the company (e.g. inter-branch support, customer site visits).**

**Benefits**
- Medical coverage through designated panel clinics only.
- Mileage claims provided for work-related travel.
- Basic salary includes statutory contributions: EPF (KWSP), SOCSO, and EIS.
- All benefits become effective upon successful completion of the probation period.

Pay: RM1,900.00 - RM2,500.00 per month

**Benefits**:

- Health insurance
- Opportunities for promotion

**Experience**:

- Service Administrator: 1 year (preferred)

**Language**:

- English (required)

Willingness to travel:

- 75% (required)

Work Location: In person