Job Description

Motus Toyota Strijdom Park is inviting applications for the position of Administrator: Bookings based in Randburg, Gauteng.

The successful candidate will report to the Service Manager and will be responsible for managing service department bookings, scheduling appointments, preparing job cards, handling customer reminders, and ensuring available productive hours are properly allocated to service technicians.

This role is suitable for an organised and customer-focused candidate with Grade 12, computer literacy, strong verbal communication skills, time-management ability, and people-handling skills.

Responsibilities

• Answer telephone calls according to required telephone standards.
• Follow current Standard Operating Procedures for appointment-taking processes.
• Schedule service appointments effectively.
• Ensure appointments are spread out every 10 to 15 minutes to support customer satisfaction.
• Update the time bucket consistently with flat-rate times.
• Ensure all available productive service time is used effectively.
• Monitor appointment rates daily and monthly.
• Track carry-overs, repeat repairs, walk-ins, and related service bookings.
• Monitor the no-show rate and keep records of reasons for no-shows.
• Pre-print repair orders for the following day.
• Manage appointment-taking duties.
• Support delivery and control of government and subsidy vehicles.
• Allocate available time for appointments, carry-overs, and walk-ins.
• Send timely service reminders to customers daily.
• Pre-print job cards daily.
• Check job cards efficiently to ensure all required paperwork is attached according to SOPs.
• Book and control special campaign recalls.
• Record all job cards on and off site for easy access and record keeping.
• Perform any other reasonable duties as required.

Requirements

• Minimum Grade 12.
• Computer literacy is essential.
• Clear credit record.
• Clear criminal record.
• People-handling skills.
• Time-management skills.
• Excellent verbal communication skills.
• Empathy and honesty.
• Ability to work in an automotive service department environment.
• Ability to follow Standard Operating Procedures.
• Ability to manage bookings and customer communication professionally.

Skills

• Service booking administration.
• Telephone etiquette.
• Customer service.
• Verbal communication.
• Time management.
• People handling.
• Computer literacy.
• Record keeping.
• Job card preparation.
• Appointment scheduling.
• Attention to detail.
• Organisation.
• Empathy.
• Honesty.
• Service department support.
• Ability to follow procedures.
• Automotive administration awareness.