Job Specification: Aftersales & Rental Administrator
Due to Expansion and continued business growth Irelands Largest Motorhome dealer require a professional and customer centric Administrator to join our Aftersales Team
- Department: Aftersales / Service & Parts / Rental
- Reports to: Aftersales Manager
- Location: Thompson Leisure Ltd
- Salary: £26, 000 £32, 000 per annum, depending on experience
- Hours: Full-Time 40 hours per week (Monday to Friday, 9:00 AM 5:30 PM) – some occasional Saturday work required during Peak Rental Season
Job Purpose
The Aftersales Administrator provides essential clerical, operational, and customer-facing support to the Service, Parts, Workshop & Rental teams. You will ensure that job cards, service histories, invoicing, and warranty / administrative paperwork are processed accurately and efficiently to keep the department running smoothly.
Key Responsibilities
1. Workshop & Job Card Administration
- Create, manage, and update workshop job cards and service records on the Dealer Management System (DMS).
- Track work-in-progress (WIP) and assist with scheduling and job tracking.
- File and archive completed job sheets, inspection reports, and customer sign-offs in line with company and manufacturer standards.
2. Invoicing, Billing & Financial Support
- Prepare customer estimates, quotations, and final service/repair invoices.
- Process customer payments (card, cash, account queries) and reconcile daily takings.
- Support the finance department with invoice queries, purchase orders, and month-end aftersales reporting.
- Daily invoicing of all Internal sales job ensuring full accuracy of agreed times, rates and discounts
3. Sales Stock and Sold vehicle preparation
- Assist with receiving and accurately tracking the movement of Sales Stock and Sold vehicles on site
- Assist with the processing of customer part exchange vehicles and trade in vehicle documentation
- Assist with Vehicle stock checks
4. Customer Service & Communication
- Handle incoming phone calls, service enquiries, and front-of-house customer drop-offs/collections as required.
- Keep customers updated on vehicle repair progress, completion times, and extra work authorisations.
- Coordinate vehicle collection, drop-off and collection
Person Specification
Experience & Qualifications
- Experience: Minimum 12 years of experience in an administrative, clerical, or customer service roleideally within the motor trade, garage, or automotive dealership environment.
- System Literacy: Proficient in Microsoft Office Suite (Excel, Word, Outlook). Experience using a Dealer Management System (DMS) such as Catalyst, Verendus, Kerridge, Pinewood/Pinnacle, or equivalent is a strong advantage.
- Education: GCSE (or equivalent) passes in Maths and English.
Skills & Competencies
- Attention to Detail: High level of accuracy when handling figures, job sheets, and pricing
- Organisation: Strong ability to multi-task, prioritise a busy workload, and meet strict departmental deadlines.
- Communication: Professional telephone manner and clear interpersonal skills when dealing with both customers & Colleagues.
- Teamwork: A proactive, flexible approach to supporting colleagues in Sales, Aftersales & Rental
Benefits
- Attractive salary based on experience
- Company pension
- Cycle to work scheme
- Employee discount scheme
- Free On-site parking
- Company Uniform
- Family owned and run business
- Company events
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