Back Office Administrator

Our client, a well-established company within Malta's automotive industry, is seeking an organised and customer-focused Back Office Administrator to join its aftersales team.

The successful candidate will be responsible for coordinating vehicle service appointments, managing customer enquiries, maintaining accurate records, and supporting the smooth operation of the workshop.

This position is ideal for someone with strong administrative skills, excellent communication abilities, and an interest in the automotive industry.

• →Handle customer enquiries, service bookings, and appointment scheduling professionally and efficiently.
• →Maintain accurate customer information and update records in the Customer Relationship Management (CRM) system.
• →Prepare job cards and ensure all relevant vehicle and service documentation is correctly recorded.
• →Coordinate workshop appointments and allocate jobs according to technician availability and workshop capacity.
• →Communicate with customers regarding repair estimates, service updates, additional repairs, and vehicle collection.
• →Coordinate vehicle recalls and technical campaigns, ensuring customers are informed and appointments are arranged.
• →Monitor vehicle repair progress and follow up on potential delays.
• →Identify repeat repair concerns and escalate them to the relevant departments.
• →Process invoices, purchase orders, warranty documentation, and other administrative records.
• →Handle cash transactions, deposits, and credit account invoicing when required.
• →Maintain accurate records of completed repairs and ensure all information is updated in the relevant systems.
• →Process customer enquiries and leads received through manufacturer systems, ensuring timely follow-up.
• →Promote available service packages and aftersales offers where appropriate.
• →Provide reception support when required, ensuring a positive customer experience.
• →Collaborate with workshop teams and management to ensure efficient daily operations.
• →Follow company procedures, health and safety regulations, and manufacturer standards.

• Minimum O-Level standard of education.
• Basic understanding of motor vehicle components and automotive services.
• Previous experience in administration, customer service, or a similar role will be considered an advantage.
• Good computer literacy and ability to work with administrative systems.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Customer-focused approach with strong problem-solving skills.
• Attention to detail and accuracy in documentation.
• Ability to work efficiently in a fast-paced environment.
• Positive attitude and willingness to learn.
• Ability to work independently and as part of a team.

• Full-time employment within an established automotive organisation.
• Health insurance.
• Employee benefits card.
• Professional training and development opportunities.
• Supportive and dynamic working environment.
• Opportunity to develop a career within the automotive industry.