After Sales Service Admin

Description
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