Service & Warranty Administrator - Manukau

Job description

Join a busy and supportive service team where no two days are the same! We are seeking a highly organised and customer-focused Service & Warranty Administrator to join our Service Department. This is a pivotal role that supports workshop operations, warranty processing, quotation preparation, and customer communication, helping to ensure an efficient workflow and exceptional customer service. If you thrive in a fast-paced environment, enjoy working with multiple stakeholders, and have a keen eye for detail, we'd love to hear from you. About the Role As our Service & Warranty Administrator, you will play a vital role in supporting the Service team by managing repair order administration, processing warranty claims, preparing quotations, coordinating workshop activities, and providing outstanding customer service. You will act as the connection between customers, Service Advisors, Technicians, Parts, Suppliers, and internal departments to ensure jobs are progressed efficiently and warranty recoveries are maximised. Key Responsibilities Service Administration & Workshop Support Create, process, update, and close repair orders accurately and efficiently. Support workshop scheduling and day-to-day administrative operations. Monitor work-in-progress jobs and follow up on outstanding approvals, parts, and documentation. Process customer invoices, purchase orders, and workshop creditor invoices. Maintain accurate service records and departmental documentation. Provide administrative support to Service Advisors and Service Managers. Quotation & Service Support Assist with preparing customer service, maintenance, and repair quotations. Liaise with technicians, suppliers, subcontractors, and the Parts team to gather pricing and availability information. Compile detailed and accurate quotations for customer approval. Follow up on outstanding supplier pricing requests and customer quotations. Maintain records of approved, deferred, and declined repair work. Customer Service Act as a key contact for service-related customer enquiries. Provide timely updates on repair progress and job completion. Support Service Advisors in delivering an outstanding customer experience. Build positive relationships with customers through professional and responsive communication. Warranty Administration Process warranty and service contract claims in line with manufacturer requirements. Review repair orders to ensure labour, parts, coding, and supporting documentation are accurate. Submit claims within required timeframes to maximise recovery and minimise claim rejections. Monitor outstanding claims and reconcile warranty payments and credits. Maintain current knowledge of warranty policies, campaigns, and recall requirements. Compliance & Audit Support Maintain accurate warranty records and supporting documentation. Manage warranty parts retention and returns in accordance with manufacturer standards. Assist with warranty audits and corrective actions. Ensure compliance with dealership and manufacturer processes. Essential Skills & Experience Previous experience in Service Administration, Warranty Administration, or a similar support role. Strong administration, data entry, and computer skills. Experience processing invoices, repair orders, quotations, or warranty claims. Excellent written and verbal communication skills. Strong attention to detail and organisational skills. Proven ability to manage multiple priorities and meet deadlines. A customer-first approach with a positive attitude. Preferred Experience Experience within the transport, trucking, automotive, heavy equipment, or dealership industry. Knowledge of manufacturer warranty systems and claim processes. Understanding of workshop administration and service operations. What We Offer Stable, full-time employment with a reputable organisation. A supportive and collaborative team environment. Variety in your role with opportunities to develop your skills. Ongoing training and growth opportunities. Competitive remuneration package based on experience. Apply Now If you're an organised administrator who enjoys working in a fast-paced service environment and takes pride in delivering excellent customer service, we'd love to hear from you. Apply today with your CV and cover letter and become part of a team committed to keeping our customers moving.