Automobile Workshop Service Writer

Responsibilities:

Customer Reception & Vehicle Intake

• Receive customers professionally and record vehicle complaints accurately.
• Open job cards with detailed fault descriptions and customer instructions.
• Conduct basic vehicle checks and document existing vehicle condition.
• Explain service processes, timelines, and estimated costs clearly to customers.

Job Card & Documentation Management

• Prepare clear and accurate job cards for workshop execution.
• Ensure all job cards are properly authorised before work commences.
• Update job cards with additional findings, approvals, and parts usage.
• Maintain proper documentation for warranty, rework, or repeat jobs.

Workshop Coordination

• Liaise with the Workshop Supervisor and technicians on job progress.
• Track job status and ensure adherence to agreed turnaround times.
• Escalate delays, technical issues, or customer concerns promptly.
• Coordinate vehicle delivery schedules with customers.

Billing & Revenue Control

• Prepare accurate service invoices reflecting labour, parts, and consumables.
• Ensure all completed jobs are billed correctly before vehicle release.
• Prevent revenue leakage by ensuring no job leaves the workshop unbilled.
• Coordinate with accounts/admin on payments, receipts, and records.

Customer Communication & Satisfaction

• Provide regular job status updates to customers.
• Obtain customer approval for additional work or cost variations.
• Handle customer complaints professionally and coordinate resolution.
• Conduct post-service follow-up to confirm satisfaction and encourage repeat business.

Reporting & Records

• Maintain daily service logs (vehicles received, completed, pending).
• Submit daily and weekly service reports to management.
• Maintain accurate customer and vehicle service history records.
• Support audits and management reviews with proper documentation.

Requirements:

• Strong customer service and interpersonal skills
• Attention to detail and documentation accuracy
• Basic automotive knowledge (mechanical and service terminology)
• Organisational and time-management skills
• Ability to work under pressure in a busy workshop environment
• Integrity and accountability in revenue handling