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Job Description

Job Title:    Senior Panel / Fabrication / Administration Advisor      

Company Name:   Boroko Motors

Department:       Panel / Fabrication

Location:             Lae - China Town

Reports to:          Department Manager, Fixed Operations Manager, Dealer Principal

General Purpose

  • Provide reception process as experienced by customer to a high standard, that is positive and meets or exceeds retail & internal customers’ expectations

  • Provide a booking, work facilitation program specifically between Fabrication & vehicle sales teams of all branches

  • Ensure that the service advisor team acknowledge, follow the service advisor process as per company set objectives, policies & procedures.

  • Provide professional work scheduling, Repair order delegation for fabrication

  • Provide regular, constant WIP status feedback program   

  • Complete documentation, Invoices cash sale or credits, correct as & when required

  • Provide a professional level of daily communication with Service, parts. Admin & New vehicle sales depts – in a positive cooperative manner

  • Assist with administration for purchasing of parts, materials

  • To ensure advisors meet standard of work, work flow required

Key Tasks and Responsibilities

  • Carry out dept administration duties

  • Lead / Supervise appointments, booking sheets, telephone & walk-ins, vehicle drop offs, pickups, deliveries- especially Internal Fabrication- New Vehicle sales dept

  • Lead acknowledgement, understanding, practice & following of Available hours process

  • Ensure acknowledgement, practice & follow through of carryover / available hours system for each day

  • Build strong positive communicated working relationship with Foreman / ream leader

  • With Team leader / foreman assist with work shop work scheduling, Repair order delegation for fabrication – work flow

  • With team leader / foreman draft complete regular Internal advice spreadsheet of work-in progress status updates, emailed minimum of twice weekly to all branches

  • With Team leader / foreman calculate, parts, materials, steel works, consumables required for shop floor - including back orders

  • Assist with obtaining quotations, preparing purchase orders for above

  • Advisors to check that customer & vehicle detail are UpToDate in system

  • In line with Dept K.P. I’s practice & mentor daily preparation – Repair orders, Back-order items with dept awareness

  • Supervision to maintain daily, weekly & monthly targets & objectives in terms Payments terms, Purchase order criteria   financial objectives, repair order process targets

  • Be involved with complaints to resolution – customer satisfaction – follow process

  • Demonstrate & maintain high level of presentation for both staff & Dept reception area

  • Ensure that customer receives clear instructions as to work to be carried out

  • Ensure workshop foreman / Team leaders receive Repair order as Completed & ready to be worked on inclusive of, in writing any additions information discussed at time of receiving vehicle

  • Ensure attendance with daily dept meetings, inter-dept meetings & management meetings

  • Ensure customer receives clear explanation as to work completed

  • Ensure customer receives timely advice should additional work be required

  • Ensure delivery, pick up times are advised in a timely manner

  • Ensure, promote & coach for W.I.P information to be fed & or researched by advisors as well as updating within Titan system

  • Supervise to ensure a repair order is closed / Invoiced at completion of job

  • Practice / Supervise in ensuring all WIP/ Open repair orders are kept to a minimum at all times

  • Supervise, coach communication between front reception & workshop

  • Assist in supervising time cards, punctuality, staff Rosters – break times- absences, leave periods

  • Assist in Identifying potential training improvement needs for dept in conjunction with senior management  

  • Assist, supervise E.O.D, E.O.W & E.O.M processes

Education and Training

  • Minimum of 3 years secondary education

  • Advanced Further education - Not compulsory

Knowledge and Experience

  • Previous experience with proven history in same or similar role

  • Administration related programs, qualifications from previous experience automotive or -

  • Certified achievement from previous employment related experience, learning courses, retail, public facing not necessarily related to automotive

Core Competencies

  • Analytical skills

  • Sound Computer confidence including word & excel

  • Ability to work unsupervised, be a leader

  • Strong understanding of time management to deadlines

  • Confident person management – delegation skills

  • Ability to demonstrate “Best Practice Methods”

  • Be a team player

  • Remain focused & highly self-motivated

Working Conditions

  • Working Hours - Monday to Friday 8.00am – to 5.00pm with Rostered Saturday Mornings 8.00am – to 12.00pm = 84hrs

  • Busy Multi franchise environment encompassing New & Used vehicle sales Trucks, light commercial, Passenger vehicles, Industrial & Agriculture Replacement parts, Tyres & batteries, Panel, Fabrication & Paint Department with Honda Power products

  • Heavy metal machinery, steel cutting, welding, grinding, hammering, painting, Paint dust, paint fumes,

Salary & benefits - TBD

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