Executive, Admin

Company:
Performance Motors Limited

Main function of the job / Detailed Responsibilities:
1) MONITORING INSURANCE JOB PROGRESS

a. Monitoring the job in progress against outstanding cases report (WIP).

b. Follow-up each MCA for their individual outstanding job (all sale types)

c. Follow-up each Surveyor for their outstanding job which is yet to finalise.

d. Ensure that the Outstanding cases (WIPs) are closed within the time frame set.

2) ENSURE FULL DOCUMENTATION OF ALL INSURANCE CLAIMS AFTER THE JOB CLOSED

a. Satisfaction Certificate duly signed by the owner.

b. Customer repair order signed by the owner.

c. Check the Insurance’s Excess has been paid and other contribution payments.

d. Ensure customer repair orders and workshop repair orders were matched.

3) JOB COSTING

a. Matching of parts taken from the surveyor’s revised estimate.

b. Confirm with the MCA / Workshop Controller for questionable items and supplementary parts and labour.

c. Clearing with Parts Dept for missed items or double invoices.

d. Completing the downloading for parts change and estimate labour of accounts for finalization report.

4) FINALIZING WITH THE SURVEYOR

a. Follow-up with surveyor whether our finalized amount tallies with his so that we can invoice out.

b. Compromise with the Surveyor when there is a dispute.

c. Relay information to respective MCA / Workshop controller what the Surveyor's requirements.

d. To confirm the final figure before raising the invoice.

5) FOLLOW-UP INSURANCE CLAIMS

a. Respond to Insurance Company letters.

b. Search & secure complete documents to solve the problem cases.

c. Follow-up any outstanding case.

d. Prepare credit or debit note if necessary.

6) PROCESS 3RD PARTY CASE AFTER INVOICED

a. After job is closed, send out Letter of Demand (LOD) with supporting documents to Insurance companies.

b. Prepare for recovery negotiation on LOU or LOR on behalf of the owner.

c. Arrange owner to sign 3rd party Discharge Voucher claim form.

d. After 3rd party insurance made payment to PML, prepare cheque requisition form to refund LOU or LOR to owner.

e. To record 3rd party Direct Settlement claims and update tracking till case closed.

7) LIAISON WITH DXC FINANCE

a. Compile cash sales report and insurance Excess report and work DXC.

b. Monitor and close all ILS accounts and updates DXC.

c. Do reverse of invoices as when necessary and work with DXC to update details.

8) MONITOR & TRACK PARTIAL CLOSE OFF OUTSTANDING ROs (WIP)

a. Ensure all outstanding ROs is closed once job is completed.

b. Work closely with MCAs / Workshop Controller to ensure the ROs is closed without any issue.

c. Constant reminder to CSM / MCAs / Workshop Controller to submit claims files for finalization once workshop had end-control the ROs.

9) MONITOR AND ENSURE THE TRADE RECEIVABLE

a. Constant follow-up on the outstanding trade receivable is recover from Insurance companies with 30 days.

b. To check payment received from Insurance Companies and update the Trade Receivable tracking report.

10) WARRANTY SUBMISSION

a. Check that repair order (ROs) has been signed by the customer.

b. Check on all warranty files enclosed with print out key-reader data with correct actual mileage.

c. Monitor and close all warranty job card within 7 days of RO opened date.

d. Random check the photos have been uploaded in ParaDM system and escalate to Workshop Manager & Controller.

11) MONTHLY REPORT

a. Generate monthly department report.

b. Work with superior if there is any abnormality.

**Requirements**:
Minimum Diploma in any field with at least 3 years of administration experience in automotive industry

Computer savvy and meticulous

Knowledge in insurance claims processes

Good command of spoken and written english