The Workshop Administrator plays a crucial role in supporting the operational efficiency of the workshop across service, parts, and warranty departments. The administrator ensures smooth coordination between customers, technicians, suppliers, and management, while maintaining accurate records, providing administrative support, and enhancing customer satisfaction.
As the Workshop Administrator, your job role will include but not be limited to the following:
Service Administration:
• Manage daily job card creation, allocation, and closure processes.
• Schedule and coordinate workshop bookings and service appointments.
• Ensure all service documentation is completed accurately and timely.
• Communicate service updates to customers and internal teams.
• Track work-in-progress (WIP) to ensure jobs are completed within set timeframes.
• Support the Service Delivery Manager with resource planning and technician time management.
• Raise and manage purchase orders related to service activities.
• Assist in managing courtesy vehicles, ensuring bookings, handovers, and returns are correctly documented.
Parts Administration:
• Maintain accurate stock control records, including ordering, receiving, and issuing parts.
• Liaise with suppliers for parts pricing, availability, and backorders.
• Process parts requisitions linked to workshop jobs.
• Organize and track parts returns, warranty claims, and core returns.
• Assist with parts stock takes and cycle counts.
Warranty Administration:
• Prepare and submit warranty claims in accordance with manufacturer and company guidelines.
• Monitor and track warranty claim status, following up on pending or rejected claims.
• Ensure all required supporting documentation (e.g., photos, diagnostic reports) are submitted with warranty claims.
• Maintain detailed records of all claims, rejections, and credit notes.
• Communicate warranty decisions and repairs to technicians and service advisors.
Reporting and Compliance:
• Prepare daily, weekly, and monthly reports on service performance, WIP, parts usage, and warranty claim statuses.
• Assist the Service Delivery Manager with KPI reporting and workshop analysis.
• Ensure compliance with health, safety, and environmental policies in all workshop administration tasks.
• Maintain up-to-date customer and vehicle records in line with GDPR and company standards.
Knowledge & Experience
Skills & Experience Required:
• Previous experience in a workshop, service, parts, or warranty administrative role preferred.
• Strong organizational and time management skills.
• High attention to detail with excellent data entry skills.
• Excellent communication skills – both verbal and written.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and dealership management systems (e.g., Kerridge, Autoline, Keyloop) or similar CRM/ERP systems.
• Ability to work independently and as part of a team.
• Customer-focused with a proactive approach to problem-solving.
Desirable Qualifications:
• Experience within an automotive, heavy machinery, or related technical industry.
• Knowledge of manufacturer warranty processes and systems.
• Administrative qualifications or certificates would be advantageous.
Location:
Based in Kilbeggan, Co. Westmeath, Ireland
Please upload your CV as a PDF or in a Word document format. If you encounter any problems uploading your file call 0345 520 5160
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Unit 1 Oakhurst Business Park,
Wilberforce Way,
Southwater,
West Sussex,
RH13 9RT
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