BYD Workshop Administrator - Dubai

the Retail Aftersales team at Dubai Investment Park, the Workshop Administrator will coordinate closely with Service Advisors, technicians, workshop supervisors, parts employees, and management. Accurate information, timely follow-up, and well-maintained documentation will be essential to workshop productivity and customer satisfaction.

The successful candidate will understand automotive service processes and be comfortable using SAP, EVHC, Microsoft Excel, Outlook, and similar workshop-management platforms. This position is particularly suited to a detail-oriented administrator who can manage competing priorities in a fast-moving conventional and electric-vehicle service environment.

What You\'ll Do

Workshop Administration

* Support the daily administrative operations of the BYD aftersales workshop.
* Organise workshop records, service documents, reports, and internal correspondence.
* Maintain accurate information across physical and electronic records.
* Confirm that documentation is complete before repair orders are processed or closed.
* Provide administrative assistance to workshop supervisors and management.
* Track outstanding tasks and follow up with the responsible employees.
* Respond promptly to authorised requests for workshop information.
* Maintain an orderly filing and document-control system.
* Help ensure daily activities follow established aftersales procedures.
* Protect confidential customer, vehicle, employee, and commercial information.
* Escalate missing information or operational delays to the appropriate supervisor.
* Support improvements that simplify administration and strengthen operational control.

Job Card Monitoring

* Create, review, update, and monitor workshop job cards.
* Verify that customer, vehicle, repair, and service information is recorded accurately.
* Track job cards from opening through repair completion and final closure.
* Monitor work-in-progress and identify inactive or delayed repair orders.
* Follow up with Service Advisors and technicians regarding missing updates.
* Ensure job-card status reflects the vehicle\'s actual workshop stage.
* Check that technician notes and completed work are recorded correctly.
* Confirm that required approvals are documented before additional work proceeds.
* Identify incomplete job cards that may delay invoicing or customer delivery.
* Support timely closure of completed repair orders.
* Maintain visibility of ageing and outstanding job cards.
* Prepare exception reports for overdue or incomplete cases.
* Help prevent administrative errors that affect revenue recognition or service quality.
* Retain supporting documents according to company requirements.

Vehicle Movement Coordination

* Track vehicles through reception, diagnosis, repair, quality control, and delivery.
* Maintain accurate records of each vehicle\'s current workshop location and status.
* Coordinate with Service Advisors regarding incoming and scheduled vehicles.
* Update relevant teams when repair priorities or delivery commitments change.
* Monitor vehicles awaiting diagnosis, parts, approval, repair, or quality inspection.
* Identify vehicles that have remained at one stage beyond the expected time.
* Follow up with the responsible department regarding operational delays.
* Support the orderly movement of vehicles between workshop areas.
* Confirm that completed vehicles proceed to quality control promptly.
* Help ensure delivery-ready vehicles are communicated to customer-facing teams.
* Maintain clear status information for daily workshop meetings.
* Escalate high-priority or significantly delayed cases to management.
* Support accurate promised-time communication through reliable vehicle tracking.
* Help reduce unnecessary workshop congestion and repair turnaround time.

System Updates and Data Accuracy

* Enter and maintain workshop information in SAP, EVHC, or related systems.
* Update job status, repair progress, technician allocation, and completion information.
* Verify data before saving or distributing operational records.
* Ensure system updates are completed within required timelines.
* Compare electronic records with job cards and workshop information.
* Investigate inconsistencies and coordinate necessary corrections.
* Maintain accurate master data where authorised.
* Report system problems through approved support channels.
* Track reported system issues until they are resolved.
* Follow access-control and information-security requirements.
* Prevent duplicate, incomplete, or unsupported data entries.
* Maintain consistent descriptions, status codes, and reporting classifications.
* Assist colleagues with routine system queries within the position\'s authority.
* Support testing or process changes when workshop systems are updated.

Workshop Reporting

* Prepare daily workshop operational and vehicle-status reports.
* Produce technician allocation and work-in-progress summaries.
* Compile reports covering pending, completed, delayed, and delivered vehicles.
* Support the preparation of productivity, efficiency, and utilisation dashboards.
* Maintain accurate data for daily, weekly, and monthly performance reviews.
* Review report contents before distribution.
* Highlight overdue repairs, missing updates, and operational exceptions.
* Use Microsoft Excel to organise, analyse, and present workshop information.
* Maintain standard reporting formats and calculation methods.
* Respond to authorised requests for additional operational data.
* Reconcile reporting information with job cards and workshop systems.
* Keep historical reports available for management analysis.
* Protect sensitive commercial and customer information.
* Recommend reporting improvements that increase visibility or reduce manual work.

KPI and Performance Support

* Assist management in tracking workshop utilisation and productivity.
* Monitor repair turnaround time and on-time completion performance.
* Support analysis of technician allocation and available capacity.
* Maintain records required to evaluate workshop efficiency.
* Identify unusual changes or gaps in reported performance.
* Prepare supporting information for operational review meetings.
* Follow up on improvement actions assigned during performance discussions.
* Maintain action trackers and record agreed completion dates.
* Help management evaluate recurring causes of operational delay.
* Support accurate comparison of actual results against workshop targets.
* Provide reliable data for manpower and capacity planning.
* Assist with the measurement of workflow improvements.
* Ensure KPI information is traceable to approved source records.
* Escalate unresolved reporting discrepancies to workshop management.

Cross-Functional Coordination

* Coordinate daily activities between Service Advisors, technicians, parts employees, and workshop management.
* Communicate repair status and documentation requirements clearly.
* Follow up on vehicles waiting for parts or technical information.
* Help Service Advisors obtain accurate workshop progress updates.
* Coordinate technician allocation information with workshop supervisors.
* Notify relevant employees when approvals or documents are outstanding.
* Support communication between customer-facing and technical teams.
* Record important operational decisions and follow-up actions.
* Attend workshop meetings and prepare information when required.
* Help resolve routine administrative issues affecting workflow.
* Maintain professional communication during high-volume or urgent situations.
* Escalate matters outside the position\'s authority.
* Promote cooperation between conventional and electric-vehicle service teams.
* Contribute to an efficient and respectful multicultural workplace.

Parts and Approval Follow-Up

* Track vehicles awaiting parts, customer approval, warranty approval, or technical authorisation.
* Coordinate with parts employees regarding expected availability.
* Update workshop records when parts delivery information changes.
* Notify Service Advisors of delays that may affect promised completion times.
* Maintain records of pending approvals and follow-up dates.
* Ensure authorised supporting documents are linked to the correct job card.
* Escalate long-outstanding approvals or parts delays.
* Assist management in identifying recurring causes of repair interruption.
* Support accurate reporting of vehicles on hold.
* Help prevent avoidable delays caused by incomplete administrative follow-up.

Documentation Control

* Maintain complete and accurate workshop service documentation.
* File job cards, approvals, inspection records, and supporting reports properly.
* Check documents for missing information or required authorisation.
* Control document versions and remove obsolete working copies where appropriate.
* Retrieve workshop records for authorised employees when requested.
* Maintain documentation required for internal and external reviews.
* Ensure records are retained according to company policies.
* Protect documentation from loss, unauthorised access, or inappropriate disclosure.
* Support paperless and digital-document initiatives where applicable.
* Report recurring documentation deficiencies to management.
* Assist in correcting records without compromising the audit trail.
* Maintain readiness for operational, quality, and manufacturer audits.

Customer Service Support

* Help Service Advisors access reliable information about vehicle progress.
* Support accurate communication of expected repair and completion stages.
* Prioritise administrative follow-up for urgent customer cases.
* Coordinate internally when delays could affect vehicle delivery.
* Help ensure completed documentation is available before customer handover.
* Identify missing records that may delay invoicing or delivery.
* Maintain a professional and customer-focused approach to internal coordination.
* Protect customer privacy and vehicle information.
* Support prompt resolution of administrative concerns.
* Contribute to a smooth and dependable aftersales experience.

Process Compliance and Improvement

* Follow Al-Futtaim Automotive and BYD aftersales procedures.
* Maintain compliance with workshop documentation and reporting standards.
* Support internal reviews and manufacturer-standard audits.
* Help collect evidence required for compliance checks.
* Record audit actions and follow up with responsible employees.
* Identify repetitive administrative delays and process weaknesses.
* Recommend practical changes to improve accuracy and turnaround time.
* Participate in workshop improvement initiatives.
* Help standardise successful administrative practices.
* Support automation of repetitive reports where practical.
* Measure whether approved improvements deliver expected results.
* Escalate processes that remain outside acceptable control limits.
* Promote accuracy, accountability, and continuous improvement.
* Maintain a safe, organised, and efficient working environment.

Ideal Profile

Education

* Diploma or degree in Business Administration.
* A qualification in Automotive Management or a related discipline is acceptable.
* Relevant training in automotive aftersales or workshop administration is advantageous.
* Additional courses in reporting, data management, or Microsoft Excel are beneficial.

Professional Experience

* Two to three years of workshop administration or automotive service experience.
* Experience in automotive coordination or a similar operational support position.
* Practical understanding of automotive workshop and vehicle-service processes.
* Previous responsibility for job-card monitoring and documentation control.
* Experience tracking vehicles through different repair stages.
* Background preparing workshop reports and performance information.
* Experience coordinating with Service Advisors, technicians, parts teams, and supervisors.
* Exposure to retail automotive aftersales operations is preferred.
* Experience supporting electric-vehicle workshops would be advantageous.
* UAE or GCC automotive experience is beneficial.

Systems and Technical Knowledge

* Experience using SAP, EVHC, or a comparable workshop-management platform.
* Understanding of automotive job cards and repair-order workflows.
* Knowledge of workshop status codes and work-in-progress monitoring.
* Strong proficiency in Microsoft Excel.
* Good working knowledge of Microsoft Word and Outlook.
* Ability to compile and maintain operational reports.
* Familiarity with productivity, efficiency, and utilisation indicators.
* Strong data-entry and record-management capabilities.
* Ability to learn new digital systems and reporting tools.
* Awareness of customer confidentiality and information-security requirements.

Administrative Competencies

* Strong organisational and administrative abilities.
* Excellent attention to detail and data accuracy.
* Ability to handle several priorities simultaneously.
* Effective planning and follow-up skills.
* Ability to maintain complete and traceable records.
* Strong time-management and deadline discipline.
* Confidence working with numerical and operational information.
* Ability to identify discrepancies and arrange corrections.
* Clear written and verbal communication skills.
* Professional approach to confidential information.

Personal Attributes

* Self-motivated, dependable, and proactive working style.
* Calm and organised approach in a fast-paced workshop.
* Strong problem-solving and coordination capabilities.
* Ability to work effectively under pressure.
* Collaborative approach to cross-functional teamwork.
* Confidence communicating with technical and non-technical colleagues.
* High level of integrity and professional accountability.
* Willingness to take ownership of assigned follow-up actions.
* Adaptability within a multicultural work environment.
* Commitment to customer service and operational excellence.
* Interest in electric mobility and modern automotive technology.
* Continuous-learning mindset.

Skills Set

* Automotive workshop administration
* BYD aftersales support
* Electric-vehicle service operations
* Job-card administration
* Repair-order monitoring
* Vehicle-status tracking
* Workshop coordination
* Work-in-progress monitoring
* Service documentation
* Document control
* SAP
* EVHC
* Workshop-management systems
* Technician allocation
* Workshop productivity
* Workshop efficiency
* Resource utilisation
* Repair turnaround time
* Daily operational reporting
* KPI dashboards
* Microsoft Excel
* Microsoft Outlook
* Data accuracy
* Aftersales processes
* Parts coordination
* Approval tracking
* Quality-control coordination
* Customer service support
* Cross-functional communication
* Process compliance
* Audit support
* Continuous improvement

Benefits

* Competitive salary and employee benefits package.
* Opportunity to support BYD\'s growing electric-vehicle operations in Dubai.
* Exposure to modern automotive and sustainable-mobility technologies.
* Experience within an established retail aftersales environment.
* Collaboration with skilled service, technical, parts, and management teams.
* Opportunities to strengthen SAP, EVHC, reporting, and workshop-management capabilities.
* Professional learning and career-development opportunities.
* Potential progression within workshop administration and aftersales operations.
* Exposure to both conventional and electric-vehicle workshop activities.
* A multicultural workplace focused on teamwork and operational excellence.
* Opportunity to contribute directly to workshop efficiency and customer satisfaction.
* Career possibilities across Al-Futtaim Automotive and the wider organisation.

About the Company

Al-Futtaim Automotive is a major division of Al-Futtaim, a diversified regional organisation headquartered in Dubai, United Arab Emirates. Its activities include vehicle distribution, manufacturing, leasing, aftersales services, fleet operations, and integrated mobility solutions across the Middle East, Asia, and Africa.

Through its partnership with BYD, Al-Futtaim Automotive supports the expansion of electric mobility and sustainable transportation in the UAE. BYD is a global technology company recognised for electric vehicles, advanced battery development, and zero-emission mobility solutions.

Al-Futtaim Automotive also represents internationally recognised automotive brands and serves private customers, commercial organisations, fleet operators, and industrial businesses. Its teams combine regional expertise, manufacturer standards, modern technology, and customer-focused service practices to provide dependable mobility and aftersales support.

Al-Futtaim employs more than 35000 people across over 20 countries and operates through automotive, financial services, real estate, retail, and healthcare divisions. Its organisational values emphasise respect, excellence, collaboration, integrity, innovation, and long-term customer relationships.