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
Submit warranty and maintenance claims according to procedures
Ensure zero rejection rate on claims
Dispose of parts according to company directives and policies
Ensure claim store parts are clearly marked and documented
Job Card Administration
Open and process job cards for repairs, maintenance, and servicing
Record vehicle information including:
Registration number
Chassis number
Kilometre reading
Service type (basic, annual, etc.)
Ensure job cards are signed by drivers or responsible persons
Workshop Process Management
Maintain daily work-in-progress (WIP) control
Follow up with workshop team leaders to ensure workflow efficiency
Ensure job cards include:
Work performed
Time started and finished
Cause of failure
Technician details
Job Costing
Capture:
Labour (using VST codes)
Parts used
Outwork or sublet services
Travel time and call-out fees for breakdowns
Consumables and sundries
Print invoices and ensure approval by the Workshop Manager
Ensure payment confirmation before issuing gate passes
Documentation & Compliance
Maintain accurate documentation and records
Ensure all job cards are signed by technicians, team leaders, and service managers
Upload sublet invoices and forward them to finance for payment
Minimum Requirements
Qualifications
Matric / N3 or equivalent
Experience
Minimum 4 years experience in a similar administrative role
Strong administrative background
Technical Skills
Computer literacy
Experience with SAP / GDS Fusion systems
Key Competencies
Strong administrative ability
Excellent attention to detail
Ability to work under pressure
Customer service orientation
Strong communication skills
Good time management
Teamwork and initiative
Honesty and integrity
Knowledge of stock control and warranty processes
Additional Information
Shortlisted candidates will undergo reference, criminal, credit, and qualification verification checks.
Volvo Group is an affirmative action and equal opportunity employer, and encourages people with disabilities to apply.