Admin Support - PROTON Body & Paint

Job Location

CS Prima Auto – Proton Body & Paint Outlet (Bayan Lepas)

Job Summary

We are looking for a responsible and organised Admin to support the daily administrative operations of our Proton Body & Paint outlet. The role will focus on insurance claims administration, accident repair documentation, job coordination, and customer-related paperwork.

The ideal candidate should have knowledge of motor insurance claims and accident repair processes, with good attention to detail and the ability to coordinate with customers, insurance companies, adjusters, workshops, and internal teams.

Key Responsibilities:

1. Insurance Claim Support

   • Assist the Body & Paint team with administrative tasks related to automotive insurance claims.
   • Assist in preparing, checking, and organising insurance claim documents.
   • Support the team in following up with insurance companies and adjusters on claim status.
   • Ensure required documents and information are available for claim processing.
   • Assist in tracking pending claims and outstanding documents.

2. Body & Paint Administrative Support

   • Assist with the preparation of job files, repair orders, quotations, invoices, and other documents.
   • Maintain and organise customer, vehicle, repair, and insurance records.
   • Assist the Body & Paint team with daily administrative tasks.
   • Ensure documents are properly filed and easily accessible.

3. Customer & Insurance Documentation

   • Assist customers with basic documentation requirements for insurance claims.
   • Collect and check customer, vehicle, insurance, and accident-related documents.
   • Assist the team in communicating with customers regarding required documents and information.
   • Ensure customer information is recorded accurately.

4. Data Entry & Record Updating

   • Update customer, vehicle, insurance claim, and repair information in the relevant system or tracking sheet.
   • Maintain accurate records of ongoing and completed repair jobs.
   • Assist in preparing simple reports and summaries when required.
   • Ensure all records are kept updated and organised.

5. Follow-Up Support

   • Assist in following up on pending documents, insurance approvals, claim status, and other outstanding matters.
   • Remind relevant team members of pending tasks and documentation.
   • Escalate outstanding issues to the supervisor or relevant personnel when required.

6. Internal Coordination

   • Provide administrative support to the Body & Paint team.
   • Coordinate documents and information between Body & Paint, Service, Parts, Accounts, and other departments.
   • Assist in ensuring information is passed to the relevant personnel in a timely manner.

7. General Administrative Duties

   • Perform general office duties such as filing, photocopying, scanning, printing, and data entry.
   • Assist with document preparation and administrative paperwork.
   • Maintain a neat and organised filing system.
   • Provide general administrative support to the department as required.

8. Team Support

   • Assist the Body & Paint team with daily operational and administrative requirements.
   • Support the team during busy periods and help ensure smooth daily operations.
   • Perform other duties assigned by the supervisor or management.

9. Policy & SOP Compliance

   • Follow company policies, procedures, and Body & Paint SOPs.
   • Ensure documents and customer information are handled properly and confidentially.
   • Maintain professional conduct and good working practices at all times.

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Requirements:

1. Educational Qualifications

   • Minimum SPM or equivalent.
   • Diploma in Business Administration, Automotive, Insurance, or related fields is an advantage.

2. Experience

   • Previous experience in administration is preferred.
   • Knowledge or experience in automotive insurance claims is an added advantage.
   • Experience in Body & Paint, accident repair, insurance, or automotive industry will be an advantage.

3. Skills and Competencies

   • Basic understanding of automotive insurance claims and accident repair processes.
   • Good administrative and organisational skills.
   • Good communication and interpersonal skills.
   • Basic computer skills, including MS Office, Excel, email, and data entry.
   • Careful and detail-oriented when handling documents and records.
   • Able to multitask and provide support to different team members.
   • Responsible, cooperative, and willing to learn.
   • Able to work in a fast-paced automotive environment.
   • Professional, punctual, and well-organised.