Cost Office Coordinator

Role Overview

Cost Office Coordinator at Alghanim Industries.

Role Purpose

Support the cost office operations across service, parts, and warranty locations by managing costing, invoicing, cash reconciliation, and documentation to ensure compliance with standard operating procedures and group policies.

Key Responsibilities

Costing & Invoicing

• Support cost office team members and cashiers in executing costing, invoicing, and cash collection activities per standard operating process.
• Review Ministry of Interior consolidated parts and labor reports and conduct random verification of parts invoice files from locations.
• Make corrections identified by MOI in the system including cancelling invoices, correcting parts selling prices, and reinvoicing job cards.
• Resubmit revised labor and parts invoice summaries to MOI.
• Provide confirmation to IT for printing final MOI monthly parts and labor invoice submissions.
• Submit MOI files to BTB coordinator for MOI verification.
• Make credit invoices for all locations after obtaining approval from respective General Manager and Group Controller; for job card corrections, obtain Service Manager approval only.
• Support Garage Service Managers in clearing system and process-related queries for job cards.

Cash & Financial Reconciliation

• Conduct daily cash reconciliation for all Service, Parts, and Bumper to Bumper locations and submit to Group Controller.
• Coordinate with location cashiers and costing clerks to identify reasons for cash variances.
• Handle petty cash disbursement, reimbursement, and documentation per policy.
• Prepare waiting for payment report at month end for jobs released, proforma-stage jobs, and completed-status jobs in Service.

Discount & Pricing Verification

• Conduct random verification that discounts provided in job cards align with discount policies for each group.
• Ensure price differences in accessories are supported by proper approvals in line with discount policy.
• Ensure changes made to push line in accessories are approved by Showroom sales team.

Job Card & Document Management

• Ensure cost office team closes costing job cards for LPO-approved items matching picking slips and verify due amounts match approved LPO.
• Conduct random verification to ensure job cards with sublets have proper sublet orders and supplier invoices.
• Ensure 100 percent backup of job cards and related important documents such as insurance LPOs and police reports for future requirements.
• Ensure all documents required for submission to other departments such as LPOs for collection team are submitted on time and acknowledged.
• Ensure job cards are filed properly on a daily basis.
• Perform archiving of job cards on a periodic basis.

Insurance & Warranty Management

• Handle insurance and warranty job cards, ensuring amounts closed under respective accounts are appropriately supported with valid documents including backup documents such as original police reports.
• Submit biweekly insurance invoicing summary from Body shop to Enaya.

Gate Pass & Vehicle Control

• Maintain 100 percent control of gate pass issuance for vehicles, ensuring passes are issued only upon full settlement or other valid approved documents such as LPO or warranty.

Open Work in Progress & Follow-up

• Generate open WIP reports for Accessories and BTB on monthly and biweekly basis respectively.
• Ensure timely follow-up and escalation of open jobs exceeding 30 days to sales team and Group Control.

Sublets & Account Management

• Ensure timely submission of sublets to GC/Accounts team for further processing.
• Coordinate with Manager Accounts for creating new SL accounts.

Qualifications & Experience

• University graduate in accounting with strong educational background.
• Minimum 2–4 years of related experience.
• Experience on Kerridge.
• Alghanim experience, mandatory.

Skills & Competencies

• Good working knowledge of Excel.
• Strong analytical and problem-solving skills.
• Ability to identify discrepancies and inconsistencies; meticulous attention to detail, quality, and accuracy—critical for this role.
• Strong communication skills, both written and verbal; knowledge of Arabic preferred.
• Teamwork oriented, collaborative, and proactive; self-starter.
• Strong customer service skills with diplomacy and ability to deal with difficult situations.
• Professionalism, ability to multi-task, and drive to succeed in a fast-paced environment.

Additional Information

• Mandatory team dress code and professional customer-facing behavior required.