Service Administrator – Volvo Trucks
- Company: Volvo Group
- Division: Volvo Trucks
- Location: Harrismith
- Job Type: Professional
- Job Category: Administrative & Business Support
- Application Closing Date: 12 March 2026
- Requisition ID: 29296
- Travel Required: No travel required
Role Purpose
The Service Administrator ensures that all workshop administration processes are handled efficiently and accurately. The role focuses on job card management, warranty claims, job costing, and administrative control to support workshop operations.
Reporting to: Branch Manager
Company Overview
Volvo Group is a global leader in transport and infrastructure solutions, employing close to 100,000 people worldwide. Through brands such as Volvo Trucks, the company focuses on safe, efficient, and sustainable transport technologies while promoting innovation and teamwork.
Key Responsibilities
Warranty & Maintenance Administration
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Submit warranty and maintenance claims according to procedures
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Ensure zero rejection rate on claims
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Dispose of parts according to company directives and policies
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Ensure claim store parts are clearly marked and documented
Job Card Administration
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Open and process job cards for repairs, maintenance, and servicing
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Record vehicle information including:
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Registration number
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Chassis number
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Kilometre reading
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Service type (basic, annual, etc.)
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Ensure job cards are signed by drivers or responsible persons
Workshop Process Management
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Maintain daily work-in-progress (WIP) control
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Follow up with workshop team leaders to ensure workflow efficiency
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Ensure job cards include:
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Work performed
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Time started and finished
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Cause of failure
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Technician details
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Job Costing
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Capture:
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Labour (using VST codes)
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Parts used
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Outwork or sublet services
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Travel time and call-out fees for breakdowns
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Consumables and sundries
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Print invoices and ensure approval by the Workshop Manager
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Ensure payment confirmation before issuing gate passes
Documentation & Compliance
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Maintain accurate documentation and records
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Ensure all job cards are signed by technicians, team leaders, and service managers
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Upload sublet invoices and forward them to finance for payment
Minimum Requirements
Qualifications
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Matric / N3 or equivalent
Experience
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Minimum 4 years experience in a similar administrative role
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Strong administrative background
Technical Skills
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Computer literacy
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Experience with SAP / GDS Fusion systems
Key Competencies
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Strong administrative ability
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Excellent attention to detail
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Ability to work under pressure
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Customer service orientation
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Strong communication skills
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Good time management
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Teamwork and initiative
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Honesty and integrity
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Knowledge of stock control and warranty processes
Additional Information
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Shortlisted candidates will undergo reference, criminal, credit, and qualification verification checks.
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Volvo Group is an affirmative action and equal opportunity employer, and encourages people with disabilities to apply.