Service Administration - Toowoomba

Job No: VAN478
Location: Toowoomba

About Vanderfield

Vanderfield has been operating for over 50 years and is a respected group of agricultural machinery and truck dealerships throughout regional Australia. Vanderfield supports its customers by providing Sales, Service, and Parts for our industry-leading products, which include John Deere, Hino, and Manitou. 

About the Role

We currently have an opportunity for a suitably experienced Service Administration Officer to join our team in Toowoomba. The Service Administration Officer will be responsible for providing general office support to the Truck Service Department. The responsibilities and duties involved in this role include: 

  • Open work orders as directed by the Service Manager and maintain control until closed and invoiced;
  • Post Technicians comments from the Instruction sheets as required. Open additional work segments and issue purchase orders as requested and authorised by the Service Manager;
  • Prepare a preview copy of completed work orders for the Service Manager to review and invoice authorisation where required;
  • Ensure the correct and complete compilation of all job sheets prior to completion and processing;
  • Assist the Service Manager to ensure that all service department personal are gainfully employed and efficiently utilising their time by informing and liaising with the workshop Foreman Supervisor and Service Manager;
  • Liaising with customers to ensure the repairs are performed within their budget and requirements and within the time frame required;
  • Liaise with the Parts Department to ensure the parts required for Service Technicians are available for the job requirements;
  • Assist in the scheduling of Field Service Technicians repairs for the next day to reduce downtime in organising Parts, Tools, Manuals and assistance for any field repair;
  • Assist with identifying areas of training needs for Technicians, Apprentices and all service personal under your control informing the Service Manager of those needs;
  • Assist the Warranty Administration area in claiming the maximum amount allowable for a particular by ensuring all relevant information is on all jobs cards prior to processing;
  • Maintains the service library with current information (for example, files bulletins, manuals, multi-media, etc.) under the direct supervision of the Service Manager;
  • Updates customer profiles using equipment, hours, or other information from the customer work orders;
  • Maintains accessories and supplies and prepares replacement orders;
  • May process warranty and/or product improvement claims including the computation of charges, submission and follow-up;
  • Reporting to the Service Manager on day to day issues that affect the service department operation and identifying customer concerns that may arise from time to time;
  • Assisting in a continuous improvement process to ensure above-average customer service, staff satisfaction and loyalty;
  • Developing processes and procedures to efficiently perform manufactures Programs and Safety recalls within the time frame and requirements of those manufactures;
  • Efficiently and promptly processing all warranty repairs and ensuring documentation is delivered to the warranty administration area in sufficient time to meet the manufactures requirements;
  • Answer customer enquiries, internal and external in relation to service department business and technical information;
  • Timely invoicing of workshop jobs as directed by the service manager;
  • Follow up of workshop invoicing / workshop cash sale jobs to keep debtor lists within company guidelines. Take ownership and use initiative to keep debtor levels as low as possible
  • Recording of workshop times as required by the service manager;
  • Assist service manager in the timely response to customers booking in / picking up vehicles to or from service;
  • Perform all other duties as assigned by the supervisor and/or management in a professional and efficient manner.

About You

  • You must have general understanding of mechanical/technical terms;
  • You must understand how a workshop operates:
  • Knowledge of service process and procedures;
  • Proven business and people management experience;
  • Developed analytical and problem-solving skills;
  • Excellent customer service skills and written communication skills;
  • Good computer skills;
  • Knowledge of agricultural and/or construction business operations preferred;
  • Familiar with Hino and competitive products an advantage;
  • Strong organisational skills.

About the Benefits

  • Friendly, welcoming environment with great career challenges and growth;
  • Ongoing training and support;
  • Above award rate;
  • Great career advancement and opportunities;
  • A genuine commitment to the well-being and development of staff;
  • Other benefits exclusive to Vanderfield employees!

To Apply

You will need to answer the questions listed below and attach a full up to date resume listing the names and contact details of 2 referees (preferably direct supervisors) who can verify your previous employment history.


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