Dealership Service Department Host - North West London

£21000 per annum - Administration
Ref: 2648 Date Posted: Monday 20 Sep 2021
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Our client, a vehicle dealership in the North West London area is currently recruiting for a Service Department Host to join their busy and expanding team. To successfully apply for this role you must have experience of working within a car dealership so that you understand how they work and processes in place.

Banking – To account for the previous days’ banking

  • Ensure all receipts and the amount taken from the customer matches the invoices, then pass banking sheet on to Accounts department
  • Checking that every receipt/cost is accountable

Elsa Checks

  • Check all bookings that are due in the following day via system to make sure there are no outstanding recalls
  • Ensure that if a recall is found, this must be added to the booking for the Workshop and Service Advisor to be aware of


  • Check all bookings the day before against VMS to ensure records match the customer’s records
  • Update VMS if customer details have changed

Pre-calling Customers 24 Hours Prior

  • Calling all customers booked in for the following day and confirming their appointment and any other requirements they may have. The words “do you have any other requirements” must be used during the call – performance in this area is reported back at the weekly update

Raising Job Cards

  • From time to time you will required to raise a job card if requested to do so by the Service Manager, Service Advisor, Workshop Controller or a Technician


  • Ensure all job cards are filed away by job number order promptly once completed
  • Ensure Passenger car and Commercial vehicles are kept in different folders for audit purposes

Raising and invoicing of sales work

  • Turning PDI requests from sales into job cards, then checking the jobs on Elsa for recalls
  • Once check is completed, pass on job cards to workshop so that the required sales request can be carried out
  • Ensure that once the workshop have carried out the requested work that the job card is invoiced and the correct paperwork is given to Sales Admin on a daily basis

Opening of DISS reports

  • Responsible for opening all DISS reports for customer bookings
  • A report will need to be opened for a booking if a customer asks us to check and report on an issue with their vehicle.
  • From time to time you may be asked to raise a DISS report by the Service Manager, Service Advisor, Workshop Controller or a Technician.

Covering Reception

  • From time to time and dependent on business needs, you may be required to cover lunches, annual leave and absence on Reception at short notice

Aftersales Diary

  • The diary must be checked daily and any work highlighted as ‘Amber’ must be emailed to the correct Service Advisor as soon as possible
  • If the work relates to another site within group, you must email the Service Manager of that site with a screen shot of the customer and job details

Loan Car Check Sheets

  • Ensure all relevant paperwork relating to each loan car is filed away correctly
  • Keep check sheets up to date, showing when they were last checked in the workshop, cleaned and checked for fuel
  • Keeping MOBEX up to date and loan car system ensuring loan cars are checked with customers on passing and re checked with customers on return for clear cut clarity then ensuring clean and fuelled at all times
  • CSS Customer Satisfaction
  • Ensuring customers are made comfortable and welcome at all times clear communication and made seamless and enjoyable experience

Service Courtesy clean

  • Ensure list is ready for the service washer each morning with the correct vehicles marked to be done

Checking in Customers

  • Checking in customers professionally and politely ensuring comfortable at all times and job cards clearly gone through with any additional requirements added refreshments offered
  • Ensure All products and services offered i.e. ALL Service plans/ Air and Fuel care/ Any other promotions
  • That job cards marked clearly with Waiting or C&D etc for clarity for back of house
  • Keeping customers informed throughout the day and updated if no contact made text or email to be sent so recorded details made of what was said
  • Answering calls and emails immediately and timely manner

Working hours are Monday to Friday 8am to 6pm with 1 in 3 Saturdays 9am to 1pm.

For more information on this Service Department Host role, please email your CV to Stacey Hunt at ACS Automotive Recruitment Consultancy.