Workshop Counter Admin

2 weeks ago

Singapore MAH (PTE.) LIMITED Full time
Roles & Responsibilities

Job Summary:

The Workshop Counter Admin plays a vital role in managing the administrative functions of the workshop, ensuring smooth operations through effective communication and coordination. The role involves handling warranty claims, coordinating servicing and repairs, managing rental bike quotations, overseeing the parts stripping process, ordering parts for in-house brand repairs, and liaising with vendors for billing and resolving any issues. This position is key to ensuring customer satisfaction, operational efficiency, and accurate record-keeping.


Key Responsibilities:
  1. Client Liaison for Billing & Issues:Communicate with clients regarding billing matters, ensuring accurate and timely invoicing.
    Address any issues or discrepancies related to invoices, deliveries, or parts orders, working with clients to resolve concerns promptly.
    Maintain a good working relationship with clients, ensuring smooth communication and support.
  2. Warranty & Servicing Administration:Process and manage warranty claims for customers, ensuring all necessary documentation is prepared and submitted according to company policies.
    Coordinate servicing and repairs, ensuring appointments are scheduled and the workshop team is aligned with customer requirements.
    Keep customers informed about warranty coverage, repair timelines, and associated costs.
  3. Rental Bike Quotation Management:Prepare and submit quotations for rental bike accident repairs, ensuring the accuracy of estimates and repair requirements.
    Submit quotations to rental companies for approval and follow up to ensure timely processing.
    Keep detailed records of rental bike repairs and quotations for tracking purposes.
  4. Parts Stripping & Documentation:Oversee the stripping of parts from bikes or vehicles for repairs, ensuring the parts are cataloged and stored or disposed of as necessary.
    Maintain accurate documentation for each part stripped, ensuring proper inventory management and traceability.
    Assist with ensuring that stripped parts are used efficiently in repairs or properly disposed of.
  5. Parts Ordering & Inventory Management:Manage the ordering process for parts required for in-house brand repairs, ensuring timely and accurate orders are placed.
    Communicate with suppliers to ensure parts availability, delivery schedules, and resolve any supply chain issues.
    Keep accurate inventory records, ensuring that stock levels are consistently tracked and updated.
  6. Customer Communication & Support:Serve as the primary contact point for customers regarding their warranty claims, servicing requests, and rental bike repairs.
    Provide clear and professional communication about repair status, timelines, and pricing.
    Resolve customer issues, ensuring a high level of customer satisfaction and follow-up.
  7. Document Management & Record-Keeping:Maintain and organize all necessary documentation related to repairs, warranty claims, parts orders, and customer interactions.
    Ensure that invoices, service reports, and warranty documents are filed and accessible for future reference.
    Track repair orders and update records as necessary to ensure accurate billing and customer communication.
  8. General Administrative Support:Provide general administrative assistance to the workshop team, including preparing work orders, scheduling tasks, and assisting with other operational activities.
    Ensure that workshop workflows are streamlined, helping the team meet deadlines and maintain efficiency.
    Assist with maintaining a clean, organized, and efficient work environment.
Qualifications & Skills:
  • Experience:Previous experience in an administrative or customer service role, preferably in a workshop, service center, or related industry.
    Experience with vendor liaison, billing, and invoice resolution is highly advantageous.
    Familiarity with parts ordering, warranty claims, and repair coordination is a plus.
  • Skills:Strong organizational skills with the ability to multitask and handle a variety of responsibilities.
    Excellent communication skills, both written and verbal, for customer and vendor interactions.
    Proficiency in Microsoft Office Suite (Excel, Word, Outlook) or similar software; familiarity with workshop management systems is an advantage.
    Ability to manage inventory and ensure that stock levels are accurately tracked.
  • Knowledge:Basic understanding of workshop operations, vehicle/bike parts, and repair processes is helpful.
    Familiarity with billing processes, invoice management, and vendor relations.
    Understanding of warranty procedures and parts ordering practices.
  • Personal Attributes:Detail-oriented and highly organized, with an ability to manage multiple tasks simultaneously.
    Strong problem-solving skills, with a customer-focused and proactive attitude.
    Ability to work independently and as part of a team.

Work Schedule:

  • Days: 5 working days per week (1 rest day, Sundays & Public Holidays off)
  • Working Hours: 09:00 AM – 06:00 PM



Tell employers what skills you have

Document Management
Ability to Multitask
Excellent Communication Skills
Microsoft Office
Ability To Work Independently
Inventory
Working With Clients
Vehicles
Inventory Management
Warranty
Customer Satisfaction
Vendor Relations
Customer Service
Customer Communication
Scheduling

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