The Service Advisor acts as the central coordinator between customers, workshop staff, operations, and suppliers to ensure smooth vehicle servicing and repair processes. The role involves managing workshop bookings, overseeing job cards, preparing estimates, and handling parts sourcing.

Key Responsibilities:

Daily Workshop bookings:

• Managing all repair vehicle bookings in workshop.
• Liaising with Workshop Foreman on work in progress.
• Managing awaiting part dates and ETA’s.
• Liaising with Operations Managers on workshop work in progress.

Job Cards:

• Opening and closing job cards.
• Assigning job cards.
• Technician clocking on job cards.
• Checking all detail on job card is correct with vehicle stock number etc.

Create Estimates:

• Getting prices for parts and engineering.
• Creating estimates on Evolve system.
• Sending estimates to Head of Department for Approval.
• Making orders for suppliers once estimate is approved by HOD.
• Obtaining invoices from suppliers.

Parts ordering and Sourcing:

• Obtaining prices for new and secondhand parts.
• Arrange logistics for parts sourced.
• Exchange wrong parts.
• Arrange credit notes for parts.
• Arrange engineering and obtain costs.
• Bringing parts into stock.
• Assigning parts location in stock room.
• Liaising with the logistics department and ensuring that goods are dispatched on time.

Vehicle Invoicing:

• Ensuring that information details are kept up to date.
• Creating and sending invoices and statements to suppliers.
• Checking the data input to ensure the accuracy of the final bill.
• Tracking payments and ensuring that the cash flow into the company is buoyant.
• Reporting issues or irregularities to the head of the department.
• Fixing billing errors by issuing debit and credit memos.
• Recovering outstanding debtors.
• Handling supplier account queries.
• Initiating new procedures for billing.

Payments:

• Arrange all payments to suppliers and engineering.
• Liaise with Finance department on all outstanding payments and invoices.
• Arrange payment requisitions.
• Arrange order fuel slips for test driving vehicles.
• Arrange payment for Special Tools and sundries.

Fleet vehicles:

• Manage fleet bookings for service and repairs.
• Make sure we have parts on hand for all fleet vehicle services.
• Liaise with Logistics Manager on fleet ETA’s and loan vehicles.
• Obtain estimates for fleet vehicle repairs or unforeseen faults.
• Liaise with service technician on work in progress on fleet vehicles.

Vehicle Transport:

• Arrange inter- Branch Transport for repair vehicles.
• Arrange transport for engine parts from and to engineering.
• Manage in transit vehicle report and give feedback.
• Liaise with Operations Manager on vehicle arrival.

Stock Take:

• Carry out monthly part stock take.
• Carry out monthly special tool and equipment stock take.
• Bring all service and repair parts into stock.
• Book all service and repair parts out of stock.
• Allocate and tag all secondhand parts in bin locations.

Reports:

• Give weekly feedback report on work in progress and awaiting parts.
• Give monthly feedback report on stock take.
• Give weekly and if needed daily report on workshop productivity and efficiency.
• Update technician productivity and efficiency daily on notice board.
• Update daily booking sheet on notice board.

Technician KPI’s:

• Make sure technicians’ clock on and off on job card using evolve and electronic clocking.
• Make sure technician completes job card after every vehicle is repaired.
• Make sure technician clocking times are correct as per Autodata.
• Preprint booked job cards for the next day and make sure the vehicle details are correct.