Purpose Provide front-of-house and back-office support to the Service department, ensuring smooth customer communication, accurate job administration, and timely processing of offsite work and purchase orders. Key Responsibilities Customer communication & front-of-house Greet customers (phone, email, counter), log enquiries/complaints, and set clear expectations on next steps, timelines, and costs. Issue booking confirmations, progress updates, and completion notifications; coordinate vehicle drop-off/pick-up. Prepare and send customer authorisations/variations; chase approvals. Job administration Open/maintain service orders, attach estimates, photos and technician notes; ensure scopes and instructions are clear. Track job status and follow up parts/technicians to keep WIP moving; flag blockers to Advisors/Supervisors. Prepare invoices for Advisor review; verify labour/parts lines and supporting documentation. Purchase orders & offsite work Raise and manage POs for subcontractors, transport, and external repairs (fabrication, machining, auto-electrical, etc.). Ensure supplier quotes/ETAs are recorded; match invoices to POs and resolve discrepancies before submission. Maintain the offsite work register (status, costs, return dates) to minimise delays and rework. General admin & compliance Maintain accurate customer and vehicle records; file service history and warranty documents. Manage shared inboxes, phone queues, and reception coverage; order office/consumable supplies. Skills & Experience Strong customer service and professional phone/email etiquette. High attention to detail; confident with MS office Excel and Outlook. PO processing and basic three-way match (PO, delivery, invoice) experience. Ability to juggle competing priorities in a fast-paced service environment.
