To assist the Service Operations Manager & Supervisor or Cost Centre Manager to administer the day to day operation of workshop service jobs.
To ensure that the documentation process is consistently maintained for every job opened in the system.
Administer all monthly jobs for Contracts, vehicle administration, non-chargeable hours etc.
To ensure all monthly KPIs reports are prepared and submitted to Admin, Service Asset Controller & Warranty Manager.
Ensure proper and sequential filing of all work order files and documents are sequentially filed in the work order file.
Proper maintenance of work in progress files and ensuring their physical availability.
Opening work orders and raising quotations as submitted by service supervisors.
On time submission of all warranty claims to the manufacturer
MAIN DUTIES AND RESPONSIBILITIES
Service office administration. Performance will be up to standard when:
All administration is conducted in accordance to the Service Department Procedures – Administration.
Utilize the system to enable all workshop and field service jobs to be processed effectively.
Preparation of workshop and field service jobs is conducted in an efficient manner.
Checking of job details during progress and prior to closing to ensure that all the labour, expenses, mileage, miscellaneous and outside purchases are included.
Assist in WIP reports from the system for monitoring WIP and liase with Service Administration Manager.
Generate pro-forma invoice to make sure details are correct, all relevant costs are included and cost center codes are indicated where necessary. Any discrepancies/queries should be directed to either Service Operations Manager / service cost center manager.
Close all jobs and generate invoice for authorization by Admin, Service Asset Controller & Warranty Manager.
Generate the final invoice on authority from the Admin, Service Asset Controller & Warranty Manager.
Administer filing of invoice copies and record of original invoices prior to dispatch to customers.
Ensure every job file contains all relevant documentation as specified in the Service procedures manual.
Develop Reports as requested by the Admin, Service Asset Controller & Warranty Manager.
Required to work after normal working hours when requested by management or work load.
Service Filing. Performance is up to standard when: Filing is administered in accordance to Service Procedures at all times and any changes made by RPI must be actioned immediately.
Service Department Vehicles. Performance is up to standard when: Vehicles are administered in accordance to Service Procedures.
Assist in open & close monthly jobs for each individual vehicle.
Assist in Booking of all fuel costs to the vehicles job.
Create Management Information. Performance will be up to standard when: Produce required management information reports for Service Operations Manager / Service supervisors on weekly, monthly and annual basis when requested to do so.
To assist & compile for Kenya all KPI Results, using System Reports. Assist Admin, Service Asset Controller & Warranty Manager / Service supervisors in administration of critical projects and their respective Key Performance Indicators.
Assist SOM in debt collection when required to do so.
Follow Service Administration procedures at all times. Performance will be up to standard when: The Service Department Procedures are to be utilized at all times.
Any recommendations for changes are to be coordinated through the Service Administration Manager with the recommendations sent to Service Development Manager.
Liaise with the Service Administration Manager at all times and undertake any additional work assigned outside the scope above.
Job Requirement
KNOWLEDGE
High level understanding of management, financial and business practices
High level of Information Technology and Personnel Computing
SKILLS
Honesty and discretion
Ability to speak and write technical English
Numerate
Good time keeping
Willing to work according to the needs of the business
Self starter
Proactive worker
QUALIFICATIONS
Management, Financial or Business Degree from a recognized university.
At least 3 years relevant working experience a busy support administrative role