Service Administrator
Department : Singapore Services (BP63582)
Job Overview
UD Trucks is known for our pioneering technologies and products within the commercial automotive industry.
This position is responsible for providing administrative support to the service department and business control activities within the dealership
To assist and support Service & Workshop Manager to generate all necessary management reporting and compile for monthly review and Business Review Meeting (BRM)
To assist and support management in monitoring and managing all technicians attendance, overtime and allowance claims
To assist and support Business Control team to ensure all processes are strictly complied to UD approval guidelines
Responsibilities and Duties
Check and ensure all proper documentation (Photocopy customer invoice, checklist and approved quotation) with signatories and correct company stamp and billing is accurate.
Ensure correct and accurate matching of invoices issued daily.
Prepare LDS sublet report for Business Controller.
Ensure completeness of LDS (Manual Invoices) are submitted timely to Business Control team.
Evaluate the Credit Note request justification and ensure complete documentation prior to approval by Business Control (BC) and General Manager.
Authorised Credit Note creator in LDS upon approved request with appropriate justification.
Ensure cheque received (if any) from customer is correct in amount.
Photocopy NETS and VISA transaction slips before passing to BC team.
Attend to customers and vendors query for any dispute/discrepancies arise.
Prepare Purchase Order to suppliers / contractors.
Check and verify vendors invoice with Purchase Order if any and get Managers approval.
Ensure 3 ways matching (Purchase Order vs Delivery Order if applicable vs Invoice) on dates, completeness and accuracy prior to submission to Business Control.
Ensure General Ledger and Cost Centre/Profit Centre coding are appropriate per guidelines.
Track and monitor vendor invoices are received timely and in complete order.
This is to avoid any further payment delay beyond agreed credit term.
Talent Management System Overtime verification with physical Overtime Form.
TER claims (Dealership including Parts) full validation in terms of accuracy and completeness prior to final approval by Business Control (BC) and General Manager (GM).
Ensure all TER claims, cash claims and receivables are duly recorded and submitted to Business Control for approvals.
Ensure all correct documentation for new customer application Form and request change of credit term before submission to Business Controller.
Provide reports to the Service & Workshop Manager, BC and GM on the performance of the service department. Reports to include:
Weekly Open Work Order Status to Service Advisor to update and for consolidation to the team.
Monthly - Workshop sales reports, Utilisation Efficiency Productivity (UEP) report, Attendance Report, Key Performance Indicator (KPI) report, Accounts Receivable (AR) listing to Service Advisor.
Support Service Advisors to closely monitor and follow up debtors and liaise with relevant parties to ensure prompt payment and healthy debtors for the service department.
Serve as a back-up inbound call receiver for Service Counter as and when required.
Support to request for potential/new vendor quotation and evaluation against existing vendors.
Participate in system implementation and interface projects as needed basis.
Involve in bi-yearly stock take observation with Business Control Executives team.
Administration of petty cash.
Administration of workshop staff expense and travel claims.
Coordinate Travel Plan as well as flight arrangement for GM and staff in dealership (if travel in group with GM for the same trip) as needed upon request basis.
Organize and coordinate team (Dealership & Company) lunch/dinner meeting as needed upon request basis.
Any additional duties assigned by Managers.
To support & administer all cash issuance and reimburse petty cash to Workshop with ACC
To support Real Estate team to report all building related issues to RE for follow-up action
To support and manage Accounts Receivable for workshop through following up with customers, update on weekly meeting, submit credit application for new customer and monitor payment
To support management in keeping appropriate records and control on issuance of PPE, uniforms, tools, special tools, inspections of equipment, others workshop related
All other general administrative work to support service counter and technicians
The above list of job duties is not exclusive or exhaustive and may be change reasonably based on situation by management.
Job descriptions shall be regularly reviewed to ensure they are an accurate representation of the job.
Authority
Authority to measure and monitor work performance within the KPIs in the business objectives
To propose Competence Development Intervention activities to the Management Team
To have responsibility and authority to execute tasks described
Key Interfaces
All UD Trucks Singapore employees
All customers of UD Trucks Singapore Pte Ltd
Singapore UD Trucks Singapore Management Team
UD Trucks Singapore Shared Services
Qualifications, Experience & Skills
G.C.E. O Level with 5 to 7 years of administrative support experience
Preferably with 5 to 7 years of working experience handling administration support for service department working environment
Well spoken, proactive, committed and ability to work independently
Good interpersonal skills with passion to work with people
Good organization skill and an eye for details
About UD Trucks
Part of the Isuzu group, UD Trucks is a global leading international commercial vehicle solutions provider headquartered in Japan. At UD Trucks, we are defining the next generation of smart logistics solutions through advanced innovations in automation, electro mobility and connectivity. UD Trucks develops, manufactures and sells a wide range of heavy, medium and light-duty trucks, operating in more than 60 countries across all continents. Our trucks and people go the extra mile for our customers and business partners, day in and day out.
We are an 8,000+ strong team of colleagues with 40 nationalities who bring diversity and passion in delivering our products and services. We trust each other, work collaboratively and embrace change. At UD Trucks, our purpose is Better Life to make life better for people and the planet. We have developed a culture that promotes:
Diverse and friendly culture Strong culture of diversity and inclusion, organizing annual events, daily activities and open communication platforms including various internal voluntary networks.
Empowered growth Global exposure and growth opportunities across functions and countries through internal mobility system and self-driven career opportunities, building a learning organization by enabling self-managed learning supported by the UD Academy.
Flexibility with trust We continue to fully support both remote working (where and when applicable) and flexible working hours, we actively encourage our colleagues to maintain a good work/life balance. You will have the autonomy and flexibility to split your working time between both our wonderful, modern and equipped HQ and remotely.
Be part of our journey to create Better Life for society, for our customers and for yourself. UD Trucks is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.
