Mô tả công việc
We are hiring for this role on behalf of our client in the EV automotive industry
After Service Admin
Location: Ho Chi Minh City, Vietnam
Workplace Type: Onsite
About Our Client
Our client is a joint venture dedicated to accelerating Vietnam’s energy transition by investing in an end-to-end electric two-wheeler (E2W) mobility solution. They aim to deliver a seamless consumer experience powered by an integrated digital ecosystem.
Role Overview
The Service Admin runs the administration of the after‑sales business from the shared Operations desk: claim intake and the OEM claim batch, the parts desk, the after‑sales registers, recall tracking and the payment and reconciliation reports.
The role sits in Operations next to the Sales Admin and serves the after‑sales line against agreed service levels; it holds no technical or commercial judgement — adjudication sits with the Warranty & Parts Specialist, approvals with the Aftersales Manager. Documentation completeness decision on intake; register maintenance; batch preparation and submission.
The ideal candidate has done warranty or service administration at a dealer or distributor, works to deadlines without being chased, and keeps registers that an auditor can read.
1 – Warranty Claim Administration
- Receive claims from points; check documentation completeness; return incomplete claims with reason.
- Prepare the OEM claim batch in the required template by the monthly deadline; record the result; chase open batches.
- Reconcile claim results item by item: documentation rejections to chargeback, technical rejections to the Warranty & Parts Specialist's dispute ticket.
- Compile the weekly payment report per point for the Aftersales Manager's issue and Accounting's payment.
2 – Parts Desk & Parts Orders
- Key dealer parts orders (stock and VOR lanes) into the DMS from the dealer request; attach promotion codes; route price exceptions.
- Track VOR orders to same‑day shipment with Supply Chain; inform points.
- Validate dealer promotion claims and prepare the settlement input.
3 – Registers
- Maintain the technician certification register with expiry flags; notify the Field Service & Training Specialist and the point before expiry.
- Maintain the bulletin acknowledgement register, replaced‑part retention and disposal register, and the recall per‑VIN tracker with notification evidence.
4 – Goodwill, Complaints & Uncollected Vehicles
- Run the control check on goodwill requests (prior goodwill on VIN, recent rejected claim, point ratio) and route to the right tier.
- Keep repeat‑fault counters per VIN; open the case record when the counter triggers.
- Issue uncollected‑vehicle notices on the schedule and log them.
5 – Reconciliation & Reporting
- Reconcile DMS registrations against the OEM activated‑VIN list monthly; raise unregistered‑sale flags to the Operations Manager.
- Compile the monthly quality pack data with the Vehicle Engineers.
- Prepare after‑sales data for the dealer scorecard before the monthly lock.
6 – System Data Discipline
- Key second copies into the ERP where no interface exists; keep the two systems matched.
- Keep after‑sales master data current: technicians, accounts, point capabilities, retention areas.
- Propose screen and process improvements to the Operations Manager.
Qualification
- 3–5 years in service administration, warranty administration or parts administration at a vehicle dealer or distributor
- Experience preparing OEM warranty claim batches and reconciling results
- Strong Excel; experience with a dealer management or service management system
- Accurate data entry; comfortable keeping registers and audit trails
- Working English for OEM templates; fluent Vietnamese
- College or university degree in business administration or related
Personal Attributes
- Deadline‑driven without supervision
- Accurate and tidy in data
- Polite and firm with points on incomplete paperwork
- Organised across many parallel registers
- Service‑minded toward the after‑sales team