Registration Clerk

Job Description: Registration Clerk (Vehicle Registration)

Position Summary

The Registration Clerk is responsible for managing the end-to-end vehicle registration process with Jabatan Pengangkutan Darat (JPD). This includes preparing and submitting registration applications, monitoring approval status, handling road tax issuance, and ensuring compliance with regulatory requirements. The role requires strong coordination, attention to detail, and familiarity with JPD systems and processes.

Key Responsibilities

1. Vehicle Registration Processing

• Prepare and submit vehicle registration applications via the JPD (Pengangkutan Darat) system.
• Ensure all required documentation and details are accurate and complete prior to submission.
• Obtain necessary vehicle information and photographs from the stockyard or designated vehicle storage location before registration.

2. Monitoring & Follow-Up

• Track the status of vehicle registrations, including:
• Approved / Issued road tax
• KIV (Keep in View / pending cases)
• Rejected applications
• Liaise with JPD officers to resolve issues, discrepancies, or delays.
• Take prompt corrective action on rejected or KIV cases.

3. Road Tax Management

• Follow up on road tax issuance and ensure timely collection.
• Verify accuracy of issued road tax details.
• Coordinate delivery or handover to relevant internal departments.

4. Liaison with JPD

• Act as the main point of contact with JPD for registration-related matters.
• Stay updated on:
• JPD system updates
• Regulatory changes
• Procedural requirements
• Communicate any updates or changes to internal stakeholders promptly.

5. Number Plate & Registration Handling

• Manage retention of special or preferred registration numbers.
• Apply for and secure running numbers for vehicle registration.
• Ensure proper allocation and tracking of registration numbers.

6. Document Management

• Prepare and submit physical documents to JPD when required.
• Ensure proper filing, tracking, and safekeeping of all registration-related documents.
• Collect approved documents and road tax from JPD.

7. Compliance & Accuracy

• Ensure all processes comply with current government regulations and company standards.
• Maintain high accuracy in data entry and documentation to avoid delays or penalties.

Additional Responsibilities

• Assist in resolving urgent or priority registration cases.
• Support coordination between sales, operations, and logistics teams.
• Maintain records and reports of registration status and performance metrics.
• Continuously improve workflow efficiency and documentation processes.

Requirements

Education & Experience

• Prior experience in vehicle registration, automotive operations, or administrative roles is preferred.

Skills & Competencies

• Strong attention to detail and organizational skills.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Proficient in basic computer systems and data entry.

Preferred Qualifications (Added Advantage)

• Familiarity with JPD systems and procedures.
• Good working relationship or network within JPD departments.
• Knowledge of which JPD units to approach for specific issues or cases.
• Experience handling registration numbers, retention requests, and documentation submissions.

Work Environment

• Combination of office-based work and field duties (e.g., visits to JPD and stockyard).
• Frequent coordination with internal departments and external government agencies.