After Sales Service Admin

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

About Qode

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.

Responsibilities

• Qode · Ho Chi Minh, Vietnam · Full-time · Posted 2026-10-29
• 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.

Requirements

• 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
• 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/CCDBFA7114/apply)