Position: Bookings Clerk (Hyundai Pietermaritzburg)
Location: Pietermaritzburg, KwaZulu-Natal, South Africa
Job Type: Permanent
Closing Date: 18 October 2024
Reference Number: MOT241011-5
Job Overview:
Hyundai Pietermaritzburg is seeking a detail-oriented and experienced Bookings Clerk to join their team. This permanent role involves ensuring the timely and accurate processing of warranty claims and costing. As part of the service team, you will play a key role in managing customer queries and claims while adhering to Hyundai Automotive South Africa's (HASA) warranty policies. You will also be responsible for creating and maintaining customer trust by ensuring professional and efficient services at all times.
Key Responsibilities:
Data Validation: Review and validate all vehicle information on the job card and other documents to ensure correctness before processing. This is crucial to prevent errors that could lead to claim rejections or delays.
Costing and Warranty Management:
- Review and prepare job cards for the car shop, paint, and panel work before submitting costing for repairs.
- Ensure that all damage codes are correctly applied to each warranty claim and review them for accuracy.
- Process all claims related to warranty work and liaise closely with HASA’s warranty claims department to ensure all claims are completed in a timely manner and in accordance with policy.
Claims Processing and Parts Management:
- Secure all warranty parts in a dedicated parts store, ensuring it remains tidy, organized, and compliant with warranty protocols.
- Tag all warranty parts correctly, making sure they are prepared for inspection, if needed, by Hyundai.
- Ensure warranty parts are sent to suppliers within the specified time frames to prevent delays in processing claims.
Communication and Follow-Up:
- Attend to all claim queries and resolve issues promptly to maintain customer satisfaction and operational efficiency.
- Engage in continuous follow-up with customers regarding back-order parts and ensure they return for any outstanding warranty repairs.
Warranty Processing and Compliance:
- Maintain detailed records of each vehicle's warranty status, ensuring that claims fall within the warranty period and that mileage is recorded correctly on job cards.
- Ensure that all warranty work is inspected and authorized by the Service Manager or Dealer Principal before submission to Hyundai.
- Submit all warranty claims and associated invoices to HASA within 7 days of completing repairs to ensure the process runs smoothly.
- Reconcile warranty job cards, invoices, and claim forms with the warranty register to ensure complete accuracy in documentation.
Administrative Duties:
- File all warranty documentation by chassis number and maintain an orderly filing system.
- Create a manual report for any warranty parts older than 30 days to monitor and manage stock levels effectively and meet incentive requirements.
- Ensure all job cards are properly costed and invoiced immediately upon completion of repairs.
Ad-Hoc Responsibilities:
- Take on additional reasonable tasks outside your job description as requested by management. This may include supporting other departments during peak times or covering for absent colleagues.
Qualifications & Experience:
Education:
- Matric (Grade 12).
Experience:
- A minimum of 2 years of experience in a similar role is essential, particularly in costing and warranty claims within the automotive industry.
- Proven experience with Hyundai’s warranty policies would be an added advantage.
Skills & Personal Attributes:
- Attention to Detail: A critical component of this role is ensuring that every aspect of the warranty claims process is handled with precision, from job card validation to final invoicing.
- Communication Skills: Strong verbal and written communication skills to interact with customers, colleagues, and Hyundai's claims department professionally.
- Customer Service: Ability to work directly with customers to address their queries and maintain a high level of customer satisfaction.
- Organizational Skills: Must be able to handle multiple tasks simultaneously, especially in maintaining an organized and secure parts claim store.
- Time Management: Ability to meet strict deadlines for claim submissions and ensure parts are delivered to suppliers in a timely manner.
- Automotive Knowledge: Previous experience in automotive warranty claims and the ability to understand and apply warranty policies and procedures effectively.
Why Join Hyundai Pietermaritzburg?
This role provides a great opportunity to join a reputable automotive brand where you can apply your experience in warranty claims and costing while also developing your skills in customer service and parts management. You will be part of a professional team committed to delivering top-notch service and maintaining Hyundai’s standards. In return, you will receive competitive compensation based on your qualifications and experience, and the chance to build a long-term career in a fast-paced and dynamic industry.
This is an excellent opportunity for someone with a passion for the automotive industry and a keen eye for detail. If you meet the requirements and are looking to grow your career in warranty and costing management, Hyundai Pietermaritzburg is the place for you!
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