Costing/Warranty Clerk

SUMMARY:
-

POSITION INFO:

Job Purpose:

To ensure accurate costing and processing of all service department jobs and warranty claims. This role is vital for maintaining manufacturer compliance, optimizing profit margins, and ensuring timely and correct reimbursement for warranty repairs.

Key Responsibilities:

• Job Card Costing:

  • Accurately calculate labour, parts, and sublet costs for each job card.

  • Ensure proper allocation of work and time based on technician job cards.

  • Apply markups, discounts, and other cost adjustments as required.

• Warranty Administration:

  • Submit warranty claims to the manufacturer/dealer portal.

  • Ensure warranty claims meet the required documentation and deadlines.

  • Follow up on outstanding or rejected claims and resubmit if necessary.

  • Maintain accurate warranty claim records for audit purposes.

• Invoicing & Compliance:

  • Generate invoices promptly and accurately once jobs are completed and approved.

  • Ensure that invoices meet all manufacturer and internal policy requirements.

  • Maintain strict compliance with OEM warranty policies and procedures.

• Reporting & Documentation:

  • Compile daily/weekly/monthly reports on claims, costs, and outstanding items.

  • Maintain a well-organized filing system for all job cards and warranty submissions.

• Liaison & Coordination:

  • Communicate effectively with service advisors, technicians, parts personnel, and manufacturers.

  • Resolve disputes or discrepancies in job costing or warranty submissions.

Required Skills & Competencies:

• Strong attention to detail and accuracy.

• Working knowledge of dealership management systems (e.g., Kerridge, Automate, CDK).

• Solid understanding of vehicle servicing and workshop operations.

• Strong communication and coordination skills.

• Ability to meet deadlines and work under pressure.

• Understanding of OEM warranty requirements and compliance procedures.

Qualifications & Experience:

• Matric / Grade 12 (essential).

• Relevant tertiary qualification in administration, accounting, or automotive management (advantageous).

• 3-5 years’ experience in a costing or warranty clerk role, preferably in a dealership environment.

• Valid driver’s license (advantageous).