Location: Middelburg, Mpumalanga, South Africa
Position Type: Professional
Company: Volvo Group Southern Africa (Pty) Ltd
Application Closing Date: 17 July 2025
Job Purpose
To ensure all administrative processes related to workshop operations are executed efficiently, accurately, and in line with company procedures.
Key Responsibilities
Warranty and Maintenance Administration
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Submit warranty and maintenance claims in line with approved procedures
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Maintain zero rejection rate on claims
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Dispose of parts as per policies and mark all claim store parts appropriately
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Ensure accuracy and proper backup of all supporting documents (job cards, defect reports, photos, etc.)
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Load sublet invoices onto job cards and forward to finance for processing
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Ensure Line Manager signs off all job cards
Job Card Management
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Open and process job cards for repairs, maintenance, and servicing
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Verify all required vehicle details are captured (e.g. registration, chassis, kilometre reading)
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Record service types and additional issues reported
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Assign job cards to the correct accounts (customer, warranty, maintenance)
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Ensure job cards are signed by relevant parties (driver, owner, manager)
Outwork/Sublet Orders
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Monitor daily WIP (Work in Progress) and follow up with workshop team leaders
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Verify all work done is documented accurately on job cards
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Ensure acceptance of work and parts is signed off by the customer
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Obtain final sign-off by the technician, team leader, and service manager
Job Costing
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Capture job descriptions, labour (VST codes), parts used, and any outwork
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Include breakdown call-out details, sundries, and consumables
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Print invoice for sign-off and confirm order numbers are in place
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Submit to admin assistant for further processing
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Issue gate pass to driver once payment is confirmed
Minimum Requirements
Qualifications & Experience:
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Matric / N3 or equivalent
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Strong computer literacy (SAP / GDS Fusion preferred)
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Minimum 4 years’ experience in a similar administrative/service role
Key Competencies
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High attention to detail
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Ability to perform under pressure
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Customer-focused
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Excellent written and verbal communication
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Strong time management and organisational skills
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Initiative and teamwork
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Honesty, integrity, and professionalism
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Knowledge of stock control processes (especially warranty-related)
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