Service Admin

The Service Administrator is responsible for supporting after-sales operations by managing warranty claims, parts administration, service records, recall tracking, and reporting activities. Working closely with the Operations team, this role ensures accurate documentation, maintains operational records, and supports service processes in line with established service standards.

The position is primarily administrative in nature, with technical assessments and approval decisions managed by the relevant after-sales specialists and managers. The ideal candidate is detail-oriented, highly organized, and experienced in warranty, service, or parts administration within the automotive, motorcycle, or vehicle distribution industry.

Key Responsibilities

Warranty Administration

• Receive and review warranty claims, ensuring all required documentation is complete and accurate.
• Consolidate and submit warranty claim batches to OEMs according to reporting deadlines.
• Monitor claim status, reconcile claim outcomes, and coordinate follow-up actions for pending or rejected claims.
• Prepare regular claim payment reports for management review and accounting processing.

Parts Administration

• Process dealer parts orders through internal systems and coordinate order fulfillment.
• Monitor urgent parts requests and liaise with Supply Chain to ensure timely delivery.
• Review promotional parts claims and prepare settlement documentation.

Service Records & Compliance Management

• Maintain service-related databases and registers, including technician certifications, service bulletins, parts retention records, and recall tracking.
• Monitor certification validity and coordinate expiry notifications.
• Ensure service records are accurate, complete, and audit-ready.

Customer Support & Case Administration

• Conduct preliminary reviews of goodwill requests and route cases through the appropriate approval process.
• Track recurring vehicle issues and maintain relevant case records.
• Manage notices and documentation related to uncollected vehicles.

Reporting & Reconciliation

• Reconcile vehicle registration data with OEM records and identify discrepancies.
• Support quality reporting activities in collaboration with technical teams.
• Prepare after-sales data and performance reporting for dealer evaluations and monthly reviews.

Data & System Management

• Maintain data consistency across ERP, DMS, and related systems.
• Update and manage after-sales master data, including technician information, dealer profiles, and service capabilities.
• Recommend process or system improvements to enhance operational efficiency.

Requirements

• 3-5 years of experience in service administration, warranty administration, or parts administration within the automotive or vehicle distribution industry.
• Hands-on experience managing OEM warranty claims and reconciliation processes.
• Proficient in Microsoft Excel and dealer/service management systems.
• Strong attention to detail with the ability to maintain accurate records and audit trails.
• Good English communication skills and fluent Vietnamese.
• Degree or diploma in Business Administration or a related field.

Preferred Competencies

• Strong sense of ownership and ability to meet deadlines independently.
• Excellent organizational and data management skills.
• Professional communication when coordinating with dealers and service partners.
• Ability to manage multiple workstreams simultaneously.
• Customer-focused mindset with a commitment to supporting after-sales operations effectively.

 

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Manpower is committed to a safe, secure, and transparent hiring process. We will never request any form of payment, banking details, or sensitive personal information at any stage of recruitment.

If you receive any suspicious communication claiming to be from Manpower, please report it immediately to: [email protected]

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