Service Admin

About the role

The Service Administrator is responsible for providing administrative and operational support to the Automotive Service Department. This role ensures accurate documentation of service transactions, coordinates customer service appointments, prepares repair orders and invoices, maintains vehicle service records, and supports the workshop team in delivering efficient and excellent customer service. The position serves as a bridge between customers, Service Advisors, technicians, and the Parts Department to ensure smooth daily service operations.

Key responsibilities

• Prepare and process Repair Orders (RO), Job Orders, quotations, invoices, and other service documents
• Encode and update customer and vehicle information in the company system (e.g., NetSuite or Dealer Management System)
• Maintain accurate service records, maintenance history, and warranty documentation
• Organize and file service documents in both physical and digital formats
• Schedule vehicle service appointments and coordinate workshop bookings
• Assist customers with service inquiries, follow-ups, and appointment confirmations
• Update customers regarding service progress, estimated completion time, and required approvals
• Coordinate with technicians regarding work order status and completion
• Prepare final billing and service invoices after repair completion
• Generate daily, weekly, and monthly service reports

About you

• Bachelor's Degree in Business Administration, Office Administration, Automotive Technology, or any related field
• At least 1–2 years of experience in administrative support, customer service, or automotive service operations
• Experience in an automotive dealership, truck service center, or CASA is an advantage