Cost Office Coordinator

Long Description

Job Summary

Job Responsibilities

•    Support the cost office team members and cashiers ensuring that they are doing the costing, invoicing and cash collection activities as per the standard operating process.
•    Random verification that discounts provided in the job cards are in line with the Discount policies for each group.
•    Daily cash reconciliation for all the Service, Parts & Bumper to Bumper locations and submitting the same to Group Controller.
•Coordinating with the respective location cashier/costing clerk to identify reasons in case of cash variance.
•Reviewing the Ministry of Interior consolidated part and labor (unique vehicles listing) report and doing random verification of the parts invoice files received from locations.
•Providing confirmation to IT for printing the final MOI monthly parts and labor invoice submission.
•Submitting the MOI files to BTB coordinator for MOI verification
•Making the corrections identified by MOI in the system (cancelling invoices, correcting the parts selling price and reinvoicing the job card).
•Resubmitting the revised labor and parts invoice summary to MOI.
•Generating open wip report for Accessories and BTB on monthly and biweekly basis respectively.
•Ensuring the timely followup and escalation of the open jobs more than 30 days to sales team and Group control. 
•Handling and taking charge of the insurance/ warranty job cards ensuring amount closed under respective accounts are appropriately supported with valid documents which are required including backup documents like original police reports etc.
•Ensuring that team closes the costing job cards for LPO approved items matching with the picking slips issued for parts. And the due amount matches with the approved LPO. 
•100% control of the Gate pass issue of the cars and ensuring it is issued on the full settlement/ other valid approved documents like LPO, warranty etc.  
•Handling petty cash disbursement , reimbursement and documentation as per the policy.
•Ensuring timely submission of the sublets to GC/ Accounts team for further processing.
•Ensuring 100% backup of the job cards/ other related important documents like insurance LPO/ police report/ etc for future requirements. 
•Ensuring all documents which are required to be submitted to other departments like LPOs for collection team, are submitted on time and acknowledged for duly receiving.  
•Ensuring that changes made to push line in accessories are approved by Showroom sales team.
•Ensuring that price difference in accessories are supported by proper approvals in line with discount policy.
•Making credit invoices for all locations after getting approval from respective General Manager and Group Controller.  However if it is for corrections of job card approval of Service Manager is to be taken only.  Cancellation for mistake at the time of invoicing by cashier will be corrected by the Supervisor directly.
•Preparing the waiting for payment report (jobs released/job cards for which proforma is done/jobs in completed status) at month end for Service.
•Ensuring that the job cards are filed properly on a daily basis.
•Ensuring that archiving of job card is done on a periodical basis.
•Random verification to ensure that job card with sublets have proper sublet orders and supplier invoices.
•Coordination with Manager Accounts for creating new SL account
•Submitting Biweekly insurance invoicing summary from Body shop to Enaya.
•Supporting Garage Service Managers in clearing the system and process related queries for job cards.
 

Candidate Requirements

•    Strong educational background, university graduate in accounting.
•    A minimum of 2-4 years of related experience
•    Experience on Kerridge
•    Teamwork oriented, collaborative, proactive. Self-starter
•    Good working knowledge of excel
•    Strong customer service skills with diplomacy and ability to deal with difficult situations
•    Solid analytical and problem solving skills
•    Ability to identify discrepancies and inconsistencies; an eye for detail- attention to quality and accuracies is extremely critical in this role
•    Strong communication skills, both written and verbal , knowledge of Arabic will be preferred
•    Professionalism / Ability to multi-task / Drive to succeed in a fast paced environment
•    Mandatory team dresscode and customer entertain behavior with Alghanim experience. 
 

Education