Administrator: Damages - Cape Town

ZEDA Limited; Cape Town; On-site; ZAR 120,000 - 180,000; Full time

Job summary

ZEDA Limited in Cape Town seeks an organised Admin Clerk to support Claims Operations. The role involves managing damage reports, attaching quotations, logging information in DARA, and scanning documents into the Oculus system, ensuring timely filing and accurate record-keeping.

Responsibilities include handling billing, providing forms to panel shops, coordinating with suppliers, and attending scheduled team meetings to align with internal processes and compliance standards.

Responsibilities

• Collect Damage Reports from vehicles and print relevant documents (Rental Agreement, VTC, Quality Control Envelope)
• Obtain quotation and attach to Damage Report pack
• Bill relevant Rental Agreement and communicate billing amount to branches where applicable
• Provide order forms to panel shops
• Log damage information in the DARA system
• Scan all documents into Claims 9118 for indexing in the Oculus system
• File all documents in filing cabinet
• Capture and close VTCs to suppliers
• Receive invoice from supplier, match against order, capture in DARA and submit to creditors weekly
• Attend team meetings as scheduled with Supervisor and Manager
• Collaborate with internal and external stakeholders to complete tasks as required

Job description

Key deliverables and outputs

Claims

• Collect Damage Reports from vehicles and print relevant documents (Range: Rental Agreement, VTC, Quality Control Envelope)
• Obtain quotation and attach to Damage Report pack
• Bill relevant Rental Agreement and communicate billing amount to branches where applicable
• Provide order forms to panel shops
• Log damage information in the DARA system
• Scan all documents into Claims 9118 for indexing in the Oculus system
• File all documents in filing cabinet.

Queries

• Upon receipt of query, investigate reason for billing, source relevant documentation and communicate findings to customer (24 hrs) (Range:billing, waivers, Damage Report information, copies of assessor reports, quotes, invoices, police reports, investigator report, salvage invoice, 3rd party details)

Reports

• Pull and action Wizard reports daily (Range: Open Movement, Overdue)
• Compile and action Late Debit Report every Wednesday
• Assist to ensure that 21/24 regional targets are met.

Batching

• Every 6 months batch Damage Report packs and send for storage.

Windscreen Damage

• Collect Damage Reports from vehicles and print relevant documents (Range: Rental Agreement, VTC, Quality Control Envelope)
• Bill relevant Rental Agreement
• Log damage information in the DARA and AS400 systems
• Scan all documents into Claims 9118 for indexing in the Oculus system
• File all documents in filing cabinet.

Administration

• Capturing and closing of VTCs to suppliers
• Receive invoice from supplier, match against order, capture in DARA and submit to creditors weekly.

Stakeholders (internal & external customers, suppliers, shareholders, communities)

• All training courses in accordance with code of conduct
• Attend team meetings as scheduled with Supervisor and Manager.

Internal and External Stakeholders

The role requires close engagement and collaboration with key internal and external stakeholders.

Internal stakeholders

Other teams within Operations e.g. Workshop, Damages, Dispatch, nearby Branches, Technical and Claims.