1. Job Purpose

To manage day-to-day back-office operations of the commercial vehicle service workshop, ensuring accurate documentation, timely data entry, coordination between departments, maintenance of records, and preparation of reports for smooth workshop functioning.

2. Key Responsibilities

A. Documentation & Data Entry

- Enter and maintain customer, vehicle and service-related data in DMS/ERP software.
- Ensure timely opening, updating and closing of Job Cards.
- Maintain records of vehicle inward and outward entries.
- Verify job card details, customer information, vehicle numbers and service history.
- Maintain proper filing of job cards, invoices, gate passes and other workshop documents.

B. Workshop Coordination

- Coordinate with Service Advisors, Technical Advisors, Floor Supervisors, Technicians and Parts Department.
- Follow up on pending job cards, vehicle delivery status and incomplete documentation.
- Ensure timely communication of pending activities to concerned departments.
- Assist in maintaining daily workshop operational records.

C. MIS & Reporting

- Prepare daily, weekly and monthly workshop MIS reports.




- Maintain records of vehicles received, vehicles delivered and pending vehicles.
- Prepare reports on paid services, warranty jobs, free services and AMC jobs.
- Track pending job cards, WIP (Work in Progress) and billing status.
- Maintain technician attendance, productivity and job allocation records wherever required.

D. Billing & Customer Records

- Coordinate with the billing team for timely invoice preparation.
- Verify supporting documents before invoice processing.
- Maintain customer records and service-related documentation.
- Assist in warranty claim documentation and submission.
- Maintain records of service reminders and follow-up activities.

E. General Administration

- Maintain proper documentation and systematic filing.
- Handle emails, official correspondence and data compilation.
- Ensure accuracy and confidentiality of workshop records.
- Perform other administrative and back-office duties assigned by the reporting manager.

Pay: ₹10,000.00 - ₹32,000.00 per month

Work Location: In person

📌 Back Office Executive (Surat)
🏢 Vahanworld Motors
📍 Surat