_{20th February, 2026}

Purpose
Provide front-of-house and back-office support to the Service department, ensuring smooth customer communication, accurate job administration, and timely processing of offsite work and purchase orders.
Key Responsibilities

• Customer communication & front-of-house
  • Greet customers (phone, email, counter), log enquiries/complaints, and set clear expectations on next steps, timelines, and costs.
  • Issue booking confirmations, progress updates, and completion notifications; coordinate vehicle drop-off/pick-up.
  • Prepare and send customer authorisations/variations; chase approvals.
• Job administration
  • Open/maintain service orders, attach estimates, photos and technician notes; ensure scopes and instructions are clear.
  • Track job status and follow up parts/technicians to keep WIP moving; flag blockers to Advisors/Supervisors.
  • Prepare invoices for Advisor review; verify labour/parts lines and supporting documentation.
• Purchase orders & offsite work
  • Raise and manage POs for subcontractors, transport, and external repairs (fabrication, machining, auto-electrical, etc.).
  • Ensure supplier quotes/ETAs are recorded; match invoices to POs and resolve discrepancies before submission.
  • Maintain the offsite work register (status, costs, return dates) to minimise delays and rework.
• General admin & compliance
  • Maintain accurate customer and vehicle records; file service history and warranty documents.
  • Manage shared inboxes, phone queues, and reception coverage; order office/consumable supplies.

Skills & Experience
 

• Strong customer service and professional phone/email etiquette.
• High attention to detail; confident with MS office Excel and Outlook.
• PO processing and basic three-way match (PO, delivery, invoice) experience.
• Ability to juggle competing priorities in a fast-paced service environment.

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