Location: Middelburg, Mpumalanga, South Africa
Position Type: Professional
Company: Volvo Group Southern Africa (Pty) Ltd
Application Closing Date: 17 July 2025
Job Purpose
To manage and execute all administrative tasks related to workshop processes efficiently, ensuring smooth operations and adherence to company procedures and standards.
Key Responsibilities
Workshop Administration
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Open, process, and manage job cards for repairs, maintenance, and servicing.
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Ensure job card details are complete and accurate (e.g., registration number, chassis, kilometre reading).
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Assign job cards to the correct account: customer, warranty, or maintenance contract.
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Ensure all documentation (e.g., photos, sublet invoices, reports) is accurate and well recorded.
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Maintain records of all work done, including labour hours, parts used, and sublet services.
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Ensure all jobs are correctly signed off by the relevant Technician, Team Leader, and Service Manager.
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Submit claims timeously and manage claim parts in line with policy.
Job Costing & Invoicing
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Enter labour using VST codes, parts used, and any other costs including call-outs and sundries.
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Print invoices, ensure order numbers are captured, and forward for managerial sign-off.
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Release gate passes only after confirming payment has been received.
Sublet & Outwork Orders
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Process and monitor sublet orders, ensuring timely follow-up.
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Ensure proper customer sign-off on parts/work completed.
General Duties
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Maintain WIP (Work In Progress) controls and support workshop workflow.
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Carry out credit checks when required.
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Assist in maintaining stock and warranty controls.
Minimum Requirements
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Matric / N3 or equivalent
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Strong administrative background
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Minimum of 4 years’ experience in a similar role
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Computer literacy essential (SAP / GDS Fusion preferred)
Key Competencies
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Attention to detail
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Strong organisational and time management skills
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Ability to work well under pressure
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Excellent communication (verbal & written)
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Customer-focused
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Proactive and takes initiative
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Honest and dependable
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Knowledge of warranty and stock control processes
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