Service Administrator

Job title: Service Administrator

We are seeking a highly organized and customer-focused Service Administrator to support efficient service operations within the branch. The successful candidate will coordinate daily service activities, prepare operational reports, manage Work In Progress (WIP), handle first-line customer complaints, and ensure accurate DBM order opening and costing. This role emphasizes strong communication, process adherence, and a drive to improve workshop efficiency.

What You'll Do

• Coordinate daily service activities and monitor service turnover, GP, and overall departmental performance to meet targets.
• Manage WIP, warranty processes, VIY, and ensure accurate service documentation.
• Provide excellent customer service by handling first-line complaints and communicating job progress, costs, and delivery times.
• Support workshop efficiency through appointment scheduling, upselling activities, and adherence to Toyota’s 7-Step Service Procedure and TSM standards.
• Conduct weekly tool checks, manage missing tool reports, and ensure accurate DBM order opening and billing.
• Vet warranty claims, prepare service reports, and contribute to debt reduction through customer engagement.
• Perform additional duties as assigned by management.

What We're Looking For

• Highly organized with a customer-focused mindset and strong communication skills.
• Experience coordinating service operations, managing WIP and warranty processes, and maintaining accurate service documentation.
• Ability to prepare operational reports and monitor KPIs such as service turnover and GP.
• Excellent customer service skills with the ability to handle first-line complaints and communicate progress, costs, and delivery times.
• Familiarity with Toyota’s 7-Step Service Procedure and TSM standards; ability to adhere to these procedures.
• Experience with appointment scheduling, workshop efficiency, and upselling activities.
• Attention to tool checks, missing tool reports, and accurate DBM order opening and billing.
• Experience vetting warranty claims and preparing service reports; capable of engaging customers to reduce debt.
• Ability to work effectively in a branch environment and adapt to management's needs.