After Sales Service Admin (Warranty and Parts)

We are hiring for this role on behalf of our client in the EV automotive industry

After Service Admin (Warranty and Parts)

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