UD Trucks is known for our pioneering technologies and products within the commercial automotive industry.
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 claims
- To 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.
- Ensure all correct documentation for new customer application Form and request change of credit term before submission to Business Controller.
- Provide reports to the Service & Workshop Manager, BC and GM on the performance of the service department. Reports to include:
- Weekly: Open Work Order Status to Service Advisor to update and for consolidation to the team.
- Monthly: Workshop sales reports, Utilisation Efficiency Productivity (UEP) report, Attendance Report, Key Performance Indicator (KPI) report, Accounts Receivable (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 and manage AR for workshop through following up with customers, update on weekly meeting, submit credit application for new customer and monitor payment.
- 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 people.
- Good organization skill and an eye for details.
