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