Service Administrator

UD Trucks is an international commercial vehicle solutions provider based and headquartered in Japan. UD Trucks develop, produce and sell a wide range of heavy, medium and light-duty vehicles, supporting smart logistics solutions across 60 countries. Our trucks go the extra distance, giving our customers extra fuel mileage and uptime. Our 8,000 smart, modern and diversified colleagues work with passion, trust and change to stay ahead for performance. We will always go the extra mile for our customers and business partners.

**Mission/purpose of the Job**
- This position is responsible for providing administrative support to the service department and business control activities within the dealership
- To assist and support Service & Workshop Manager to generate all necessary managemen reporting and compile for monthly review and Business Review Meeting (BRM)
- To assist and support management in monitoring and managing all technicians’ attendance, overtime (OT) and allowance claimsTo assist and support Business Control (BC) team to ensure all processes are strictly complied to UD approval guidelines

**Key responsibilities/Accountabilities**
- Check and ensure all proper documentation (Photocopy customer invoice, checklist and approved quotation) with signatories and correct company stamp and billing is accurate.
- Ensure correct and accurate matching of invoices issued daily.
- Prepare LDS sublet report for Business Controller.
- Ensure completeness of LDS (Manual Invoices) are submitted timely to BC team.
- Evaluate the Credit Note (CN) request justification and ensure complete documentation prior to approval by BC and GM.
- Authorised CN creator in LDS upon approved request with appropriate justification.
- Ensure cheque received (if any) from customer is correct in amount.
- Photocopy NETS and VISA transaction slips before passing to BC team.
- Attend to customers and vendors query for any dispute/discrepancies arise.
- Prepare Purchase Order (PO) to suppliers / contractors.
- Check and verify vendor’s invoice with PO if any and get Manager’s approval.
- Ensure 3 ways matching (PO vs Delivery Order (DO) if applicable vs Invoice) on dates, completeness and accuracy prior to submission to BC.
- Ensure General Ledger and Cost Centre/Profit Centre coding are appropriate per guidelines.
- Track and monitor vendor invoices are received timely and in complete order. This is to avoid any further payment delay beyond agreed credit term.
- TMS OT verification with physical OT Form.
- TER claims (Dealership including Parts) full validation in terms of accuracy and completeness prior to final approval by BC and General Manager (GM).
- Ensure all TER claims, cash claims and receivables are duly recorded and submitted to BC for
- approvals.
- Provide reports to the Service & Workshop Manager, BC and GM on the performance of the service department. Reports to include:

- Daily - Workshop repair status for Team Leaders & Supervisor to update and control
- Weekly - Open Work Order Status to Service Advisor to update and for consolidation to the team
- Bi-Weekly - Repair Analysis Report
- Monthly - Workshop sales reports, UEP report, Attendance Report, KPI report, AR listing to Service Advisor
- Support Service Advisors to closely monitor and follow up debtors and liaise with relevant parties to ensure prompt payment and healthy debtors for the service department.
- Serve as a back-up inbound call receiver for Service Counter as and when required.
- Support to request for potential/new vendor quotation and evaluation against existing vendors.
- Participate in system implementation and interface projects as needed basis.
- Involve in bi-yearly stocktake observation with Business Control Executives team.
- Administration of petty cash.
- Administration of workshop staff expense and travel claims.
- Coordinate Travel Plan as well as flight arrangement for GM and staff in dealership (if travel in group with GM for the same trip) - as needed upon request basis.
- Organize and coordinate team (Dealership & Company) lunch/dinner meeting - as needed upon request basis.
- Any additional duties assigned by Managers.
- To support & administer all cash issuance and reimburse petty cash to Workshop with Accounts (ACC) Department.
- To support Real Estate (RE) team to report all building related issues to RE for follow-up action.
- To support management in keeping appropriate records and control on issuance of PPE, uniforms, tools, special tools, inspections of equipment, others workshop related.All other general administrative work to support service counter and technicians.

**Educational and experience requirements**
- Minimum G.C.E. ‘O’ Level.
- Preferably with 5 to 7 years of working experience handling administration support for service department working environment.Well spoken, proactive, committed and ability to work independently.

**Technical/functional/language skills**
- Good interpersonal skills with passion to work with