Job Summary:
The Service Admin Staff is responsible for providing administrative support to the Service Department by ensuring accurate documentation, efficient record management, and smooth coordination of service-related transactions. This role assists in maintaining organized service operations, preparing reports, and supporting both customers and internal teams to deliver quality after-sales service in accordance with Toyota standards.
Key Responsibilities:
- Administrative and Documentation Support
- Prepare, process, and maintain service-related documents, reports, and records.
- Ensure the accuracy and completeness of repair orders, service records, and other departmental documentation.
- Maintain organized filing systems for both physical and electronic records.
- Service Operations Support
- Assist in coordinating daily service activities and administrative requirements.
- Support Service Advisors and other service personnel with documentation, scheduling, and follow-up tasks.
- Monitor service transactions and ensure timely processing of required documents.
- Customer and Department Coordination
- Communicate professionally with customers regarding service-related inquiries and documentation requirements.
- Coordinate with other departments to facilitate efficient service operations.
- Provide administrative assistance during customer vehicle release and after-sales activities.
- Data Management and Reporting
- Encode and maintain accurate service data using Microsoft Office applications, including Excel, Word, and PowerPoint.
- Prepare daily, weekly, and monthly service reports as required by management.
- Ensure confidentiality and accuracy of departmental records and reports.
- General Administration Duties
- Assist in maintaining office supplies and other administrative resources for the Service Department.
- Participate in training programs to enhance administrative and service-related competencies.
- Render overtime and perform additional duties as assigned to support departmental operations.
QUALIFICATIONS:
- Must possess at least a Bachelor’s degree in any field
- Proficient in Microsoft Office applications, including Excel, Word, and PowerPoint
- With pleasing personality
- Able to work independently or with minimal supervision
- Willing to undergo training
- Willing to render overtime and work flexible hours when needed
- Possesses strong communication skills
- Experience in accounting is a plus
Note: This is a general job description. Specific responsibilities and qualifications may vary depending on the particular role and level within Toyota Cagayan de Oro.
