# After Sales Service Admin

> Qode · Ho Chi Minh, Vietnam · Full-time · Posted 2026-10-13

**Workplace:** on_site

## 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

## Apply

[Apply at Qode](https://apply.workable.com/qodeworld/j/17B318708F/apply)

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