Cost Office Coordinator

About the Role

This position supports the cost office team members and cashiers to ensure compliance with standard operating processes in costing, invoicing, and cash collection activities. The role will encompass various responsibilities, including cash reconciliation, verification of discounts, and management of job cards, ensuring accurate submissions and backups of necessary documents.

Job Responsibilities

• Support the cost office team members and cashiers in their costing, invoicing, and cash collection activities according to standard operating processes.
• Perform random verifications on discounts provided in job cards to ensure adherence to Discount policies for each group.
• Conduct daily cash reconciliations for all Service, Parts & Bumper to Bumper locations and submit these to the Group Controller.
• Coordinate with location cashiers and costing clerks to investigate cash variances.
• Review the Ministry of Interior consolidated part and labor report and undertake random verifications of the part invoice files received from locations.
• Provide confirmation to IT for the printing of the final MOI monthly parts and labor invoice submission.
• Submit MOI files to the BTB coordinator for MOI verification.
• Make corrections identified by MOI in the system, including cancelling invoices, correcting parts selling prices, and reinvoicing job cards.
• Resubmit the revised labor and parts invoice summary to MOI.
• Generate open WIP reports for Accessories and BTB on a monthly and biweekly basis.
• Timely follow up and escalate cases of open jobs more than 30 days to the sales team and Group control.
• Handle insurance/warranty job cards ensuring amounts are supported with valid documentation, including original police reports.
• Ensure the team closes costing job cards for LPO-approved items, matching with issued picking slips for parts and the approved LPO amounts.
• Maintain 100% control over the issuance of gate passes for vehicles, ensuring issuance only upon full settlement or valid approved documentation like LPO or warranty.
• Manage petty cash disbursement, reimbursement, and documentation in accordance with company policy.
• Ensure timely submission of sublets to the GC/Accounts team for further processing.
• Maintain 100% backup of job cards and other related critical documents for future requirements.
• Ensure all documentation submitted to other departments, such as LPOs for the collection team, are submitted on time and acknowledged for receipt.
• Verify that changes made to push lines in Accessories are approved by the Showroom sales team.
• Ensure that price differences in accessories have appropriate approvals in compliance with discount policies.
• Create credit invoices for all locations after securing approval from the respective General Manager and Group Controller; corrections of job cards require only Service Manager approval.
• Directly address any invoicing mistakes made by cashiers through corrections by the Supervisor.
• Prepare reports noting jobs released, job cards with proforma done, and jobs in completed status at month-end for Service.
• Ensure the daily filing of job cards is conducted appropriately.
• Archive job cards periodically.
• Conduct random verifications to ensure job cards with sublets have proper sublet orders and supplier invoices.
• Coordinate with the Manager Accounts for creating new SL accounts.
• Submit the biweekly insurance invoicing summary from the Body shop to Enaya.
• Support Garage Service Managers in addressing system and process-related queries for job cards.

Candidate Requirements

• Strong educational background: university graduate in accounting.
• A minimum of 2-4 years of relevant experience.
• Experience with Kerridge.
• Teamwork-oriented, collaborative, proactive, and a self-starter.
• Proficient in Microsoft Excel.
• Strong customer service skills with diplomacy and the capacity to manage difficult situations.
• Solid analytical and problem-solving skills.
• Ability to identify discrepancies and inconsistencies; keen attention to detail is critical in this role.
• Strong communication skills, both written and verbal; knowledge of Arabic is preferred.
• Professionalism, ability to multitask, and drive to succeed in a fast-paced environment.
• Adherence to mandatory team dress code and appropriate customer entertainment behavior with company experience.