Commercial Vehicle – Service Administration Supervisor - Emahlahleni – Witbank & Middelburg

Duties include

Administrative Leadership & Cross-Location Oversight :

Supervise, coach, and develop the workshop administration team, ensuring timely completion of daily tasks and adherence to policies. Provide guidance and support to administrative teams across multiple dealership sites (Witbank and Middelburg), ensuring consistency in processes, compliance, and service quality. Conduct regular training on costing, invoicing, warranty procedures, and debtor management. Implement and maintain administrative systems to streamline workflow and maintain premium brand standards.

Reporting & Financial Oversight :

Generate detailed reports on costing, warranty claims, cash flow, and debtor performance. Analyse trends, identify issues, and provide actionable insights to the Service Manager. Support budget preparation, forecasting, and monthly financial reviews, ensuring data accuracy and operational efficiency.

Continuous Improvement & Compliance :

Identify opportunities for process improvements and implement solutions to enhance efficiency, accuracy, and customer satisfaction. Ensure adherence to internal policies, audit requirements, and corporate governance standards.

Workshop Costing & Invoicing :

Oversee accurate costing of all repairs and services, ensuring labour, parts, and materials align with brand pricing structures. Review job cards, repair orders, and invoices for completeness and accuracy, promptly addressing discrepancies. Ensure all billing processes adhere to workshop standards and corporate guidelines.

Warranty Claims Management :

Manage the end-to-end warranty claims process, including submission, approval, and follow-up with manufacturers, suppliers, and service teams. Ensure compliance with brand guidelines, accurately maintain documentation, and prepare reports for audits. Identify and resolve delays or discrepancies in claims efficiently.

Debtors & Cash Outstanding Management :

Take ownership of the dealerships cash collection and debtor management processes. Monitor outstanding accounts, implement proactive collection strategies, liaise with finance and accounts teams, and escalate issues when necessary. Maintain accurate payment records and assist in reconciliation processes.

Customer Account Management :

Ensure all customer accounts are accurate, up to date, and fully reconciled. Provide customers with clear communication regarding invoices, payments, and warranty claims. Resolve disputes promptly, maintaining a professional, customer-centric approach while protecting the dealerships financial interests.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of workshop costing and invoicing
• Efficient warranty claim processing and audit compliance
• Reduction of cash outstanding and debtor ageing
• Achievement of debtor collection targets
• High customer satisfaction regarding billing, warranty, and account management
• Effective team performance, training, and compliance adherence

Requirements :

If your current experience and skillsets tick majority of the job specification boxes, then :

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