DMS OPERATOR

A DMS Operator (Dealer Management System Operator) in automobile dealerships is responsible for accurate system entry, transaction processing, and coordination between service, parts, billing, finance, and CRM so that workshop operations run smoothly.

Job TitleDMS Operator – Automobile Dealership / Workshop

• Reporting ToWorkshop Manager
• Service Manager
• Accounts / Operations Head

Job PurposeTo operate and maintain the dealership’s Dealer Management System (DMS) by ensuring timely and accurate data entry of job cards, spare parts transactions, billing records, customer details, and operational reports.

Key ResponsibilitiesService Operations

• Create and update job cards in the DMS.
• Enter customer complaints, vehicle details, kilometer reading, and service history.
• Record labour operations, technician allocation, and job status updates.
• Close job cards after completion of repair work.

Spare Parts Coordination

• Enter spare parts issues against job cards.
• Record parts consumption, returns, transfers, and stock adjustments.
• Coordinate with parts department to ensure correct part mapping.

Billing & Finance Support

• Generate customer invoices, labour bills, and tax invoices.
• Verify labour, parts, discounts, and taxes before billing.
• Maintain payment entries and support daily billing reconciliation.

Customer & CRM Data

• Maintain customer master data and vehicle database.
• Update service due dates, follow-up remarks, and customer communication records.
• Ensure accurate contact details for future CRM campaigns.

MIS & Reporting

• Prepare daily reports such as:
• 
  
• Open job cards
• Closed job cards
• Billing summary
• Labour sales
• Spare parts sales
• Technician productivity
• Outstanding job cards
• Share operational reports with management.

Data Accuracy & Compliance

• Maintain data accuracy and proper coding.
• Ensure correct tax classification, labour codes, and service package mapping.
• Maintain records according to internal audit requirements.
• Required SkillsGood working knowledge of dealership DMS / workshop software
• Strong Excel skills (filters, lookup, basic formulas, reports)
• Attention to detail and accuracy
• Basic understanding of workshop process flow
• Good coordination with service advisors, parts team, and accounts
• Preferred Experience1–3 years in automobile dealership, workshop operations, or DMS handling
• Experience in passenger car dealership, multibrand workshop, or bodyshop preferred
• Typical KPIsBilling accuracy
• Job card closure TAT
• Error-free data entry
• Daily report submission timeliness
• Parts-to-job card reconciliation accuracy