Admin Support

JOB DESCRIPTION

Job Title: Administration Support

Reporting Line: Service Advisor / Service Manager/Assistant Service Manager

Department: After Sales

Branch: Gadong Branch

Salary Band: BRN B9_43-BRN Band 9_43

JOB SUMMARY

Responsible for monitoring and updating job progress, coordinating with internal departments, managing digital reports, and ensuring that all necessary documentation and processes are completed accurately and on time.

DUTIES AND RESPONSIBILITIES

1. Day to Day Operations

• Monitor and update PDI job progress using the company’s Job Monitoring Platform and Excel-based tracking tools.
• Perform real-time work progress updates in system, including: Triggering status updates for unit completion to Sales,Sending notifications to Sales Consultants once the vehicle is ready for collection.
• Generate and maintain daily reports:
• Handle monthly PDI processing tasks
• Raise repair requests to the Body & Paint (BP) Department when required.
• Review and verify all vehicle collection checklists to ensure accuracy and completeness.
• Maintain proper filing and archiving of all reports, forms, and supporting documentation for audit and record-keeping purposes.
• Communicate and coordinate with internal departments to ensure smooth flow of PDI operations.

2. Action Oriented

• Demonstrated enthusiasm, drive, and determination to get ahead and pursue goals energetically; shows self-confidence and optimistic outlook; acts initiative and takes responsibility for one’s own work and for the safety of others.  

3. Adaptability

• Shows awareness for one’s own strengths and weaknesses’ works comfortably in uncertain conditions with no or little direction and information; accepts new ideas and supports changes initiative; adapts or changes one’s opportunities to improve; can absorb new information and learn new techniques; maintains stable performance under pressure and in stressful work situations.

4. Communication

• Encourages communication throughout the organization; shares information with others and clearly communicates awareness of strengths and weakness and admits mistakes; and maintains relationships with people at all levels in the organization. 

5. Customer Focus / Quality

• Focuses on identifying and meeting customer’s needs by taking their interests and complaints seriously; Delivers prompt, efficient and personalized service; Shows empathy and understanding for others’ views and attitudes; and ensures professional, high quality work standards are met; Accepts criticism without hostility or defensiveness and uses it constructively to move forward. 

6. Time and Task Management

• Manages time effectively and shows punctuality; completes tasks on time; structures work activities in a systematic way; Respects and follows company policies; shows organizational commitment; Ensures safety at the workplace;  
  how receptiveness to being managed and co-operate willingly; Demonstrates detailed job knowledge. Manual; ability and technical expertise in one’s own area. 

7. General

• Ensures proper documentation of all receiving activities. 
• Ensure and practice the outmost protection of office confidentiality. 
• Ensures the security and maintenance of a clean and organized filing system. 
• Assists in monthly inventory counts and reconciliation. 
• Handles guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found, whilst providing prompt follow-up. 
• Is knowledgeable in statutory legislation in employee and industrial relations, understanding and strictly adhering to rules and regulations established in the employee handbook and the company policies concerning fire, health & safety. 
• To report for duty punctually wearing the correct uniform. 
• To maintain a high standard of personal appearance and hygiene and adhere to the company and department grooming standards. 
• To comply with local legislation as required. 
• To attend training sessions and meetings as and when required. 
• To be flexible in your job function and perform any other reasonable duties and responsibilities which may be assigned to you, including redeployment to their departments/areas if required, to meet business demands and service needs. 
• Maintains positive guest and colleague interactions with good working relationships. 
• Exercise responsible management and behavior always and positively representing the company. 
• Respond to request to undertake any reasonable tasks and secondary duties to changes as dictated by the industry, and company. 

QUALIFICATION REQUIREMENTS:

Education & Experience

• Minimum Education: High School graduate or higher
• Proven experience in an administrative or operations support role in an automotive or similar fast-paced industry is an advantage.
• Digital proficiency is essential—must be comfortable working with platforms such as Excel, internal job tracking systems
• Strong organizational and time management skills.
• Keen attention to detail and accuracy in reporting.
• Ability to work independently and manage multiple tasks under tight deadlines.
• Good communication skills and a collaborative attitude.
• Knowledge of automotive service workflow or PDI process is a plus

Acquired Skills

• Digital proficiency is essential—must be comfortable working with platforms such as Excel, internal job tracking systems
• Strong organizational and time management skills.
• Keen attention to detail and accuracy in reporting.
• Ability to work independently and manage multiple tasks under tight deadlines.
• Good communication skills and a collaborative attitude.
• Knowledge of automotive service workflow or PDI process is a plus