Service Assistant

Job Description: Service Assistant

Key Responsibilities

Parts Ordering & Procurement:
Process parts requisitions accurately, coordinate with suppliers or authorized sources, and place timely orders to maintain adequate parts availability for service operations.

New Item Parts Planning & Ordering:
Identify and consolidate all required spare parts, consumables, accessories, and service components for newly introduced products. Coordinate with the Technical, Merchandising, Warehouse, or concerned departments to ensure required parts are available before or upon product rollout.

Parts Releasing & Distribution:
Review approved service requisitions, issue requested parts to field technicians or service teams, and properly document all releases to ensure traceability and accountability.

Parts Inventory Control:
Maintain accurate and updated inventory records of all service parts, accessories, consumables, and technical components. Conduct regular cycle counts and physical inventories and reconcile actual stocks against system records.

Parts Accountability & Variance Control:
Be accountable for the proper custody and control of assigned parts inventory. Investigate, document, and immediately report any shortages, losses, unaccounted parts, damaged stocks, or inventory variances and coordinate corrective actions with the concerned department.

WMS Order Fulfillment:
Utilize the Warehouse Management System (WMS) to receive, pick, pack, transfer, release, return, and fulfill parts requirements accurately and within required service timelines.

Bad Order (BO), Defective Parts & Claims Processing:
Prepare, record, and process Bad Order (BO) documentation for damaged or defective parts reported by the Technical Team. Facilitate replacement, supplier claims, returns, repair, disposal, or inventory adjustment as applicable.

Parts Receiving, Loading & Unloading:
Assist in and oversee the proper loading and unloading of service parts, tools, equipment, products, materials, and other items required by the Technical Team. Ensure quantities and condition are checked before acceptance, dispatch, or transfer.

Vehicle Assignment & Usage Monitoring:
Maintain records of vehicles assigned to the Technical Team, including vehicle usage, assigned driver or technician, travel details, and availability.

Vehicle Odometer Monitoring:
Record and monitor vehicle odometer readings before and after trips to track mileage, vehicle utilization, preventive maintenance schedules, and unusual mileage variances.

Vehicle Health & Preventive Maintenance:
Regularly monitor the general condition and serviceability of Technical Team vehicles, including tires, battery, brakes, lights, fluids, engine condition, air-conditioning, and other basic vehicle health indicators. Track preventive maintenance schedules based on mileage and manufacturer recommendations.

Vehicle Maintenance Coordination:
Schedule and coordinate preventive maintenance, repairs, inspections, and servicing of Technical Team vehicles. Ensure required maintenance is completed on time to minimize vehicle downtime and operational disruption.

Vehicle Issues & Authorized Service Center Coordination:
Immediately document and report vehicle defects, warning indicators, accidents, mechanical concerns, or other issues. Coordinate with the appropriate authorized service center, repair shop, supplier, insurance provider, or concerned department for inspection and resolution.

Vehicle Maintenance Records:
Maintain complete records of preventive maintenance, repairs, parts replacement, service history, mileage, expenses, and other vehicle-related documentation for monitoring and reference.

Tools, Equipment & Non-Inventory Item Monitoring:
Maintain proper records and accountability for technical tools, equipment, testing devices, accessories, and other non-inventory items issued to or used by the Technical Team.

Documentation & Reporting:
Maintain complete and accurate documentation of parts inventory, requisitions, releases, returns, BO items, inventory adjustments, vehicle mileage, maintenance schedules, repair history, and related transactions. Submit required reports and immediately escalate significant variances or operational concerns.

Operational Support:
Provide administrative, inventory, parts, logistics, and vehicle-related support necessary to ensure uninterrupted and efficient Technical Team operations

Benefits:

• Paid training
• Promotion to permanent employee

Work Location: In person