ADMINISTRATION SERVICES AIDE
Your tasks
The Parts & Service Administrative Assistant is responsible for supporting the Parts & Service Department by handling administrative tasks, customer follow-ups, and service coordination. This role involves making random calls to customers for body repair and heavy mechanical repair estimates, convincing them to have their vehicles serviced at the dealership, and promoting after-sales services. The assistant also involves identifying systemic gaps, streamlining administrative processes, and ensuring timely and accurate documentation to support both operational efficiency and customer satisfaction.
- Conduct random outbound calls to customers regarding body repair and heavy mechanical repair estimates from all UMC Group branches using the BRP Google Sheets list to verify concerns, capture feedback, and identify unresolved issues.
- Collect and document customer feedback, including common objections, and escalate concerns to the Service Manager for appropriate action.
- Random checking with other departments and branches for open jobs.
- Conduct weekly visits to all workshops to perform documents audit checks and service monitoring.
- Coordinate with departments and branches for random checks on open jobs and document discrepancies.
- Track non-moving, aging, and pending units across all branches and provide analysis on reasons for extended workshop stays.
- Coordinate with the Parts Department to confirm the unavailability of spare parts and encourage inter-branch stock transfers to promote parts disposal.
- Monitor open Job Orders (JOs) for all branches and assist in identifying delays or backlogs.
- Continuously monitor open Job Orders (JOs) in all branches to ensure timely follow-ups and closures.
- Assist to promote after sales services, including Piso Promo, PMS Plus Promo, insurance policy offerings, and dealership campaigns on social media.
- Maintain organized and updated records of customer interactions, service transactions, warranty claims, and estimates vs. actual repair data.
- Ensure that all service related documents are filed properly and compliant with dealership standards and audit requirements.
- Assist in the generation of reports and presentations for OPCOM meetings and ASD meetings.
- Provide analytical support to the Parts & Service Administrative Manager by helping track and interpret service KPIs.
- Maintain updated data sets to ensure accurate, timely, and audit ready reports for service operations.
- Prepare and consolidate weekly and monthly service performance reports, including:
- Body Repair Program (BRP) status
- Job Order (JO) closures
- Estimate vs. actual repair conversions
- Unit aging and non-moving unit analysis
- Daily Estimate Report
Requirements
Qualifications/Requirements Qualifications: