Insurance Operations Executive

Automobile Dealership

Position

Insurance Operations Executive

Department

Insurance

Location

Ranchi

Reporting To

GM – Insurance

Education

Graduate in any discipline.

Job Purpose

To manage the end-to-end insurance operations for new and pre-owned vehicles, ensuring timely policy issuance, accurate documentation, renewals, coordination with insurance companies, Sales, Registration, Finance and customers, and compliance with dealership processes.

The role will primarily focus on insurance processing and operations, while supporting the Insurance, Sales Team in achieving smooth and error-free policy issuance.

Key Responsibilities

A. New Vehicle Insurance Processing

• Process insurance policies for all new vehicle deliveries.
• Coordinate with customers regarding insurance requirements and documentation.
• Obtain insurance quotations from approved insurance companies.
• Compare premiums, coverage and add-on benefits as per dealership guidelines.
• Ensure policy issuance before vehicle delivery.
• Verify policy details against the vehicle invoice and customer documents.
• Ensure correct entry of

o Customer name

o Address

o Vehicle model/variant

o Chassis number

o Engine number

o Registration details

o IDV

o Premium

o Add-on covers

• Coordinate with the Sales Team to ensure insurance is completed within the delivery timeline.

B. Insurance Documentation

Ensure proper collection and verification of

• Customer KYC documents
• PAN/Aadhaar or applicable ID
• Address proof
• Vehicle invoice
• Registration details
• Previous insurance policy, wherever applicable
• Proposal form
• Payment details
• Other documents required by the insurer

Ensure zero/minimum errors in policy documentation.

C. Insurance Company Coordination

• Coordinate with insurance companies and insurance brokers.
• Follow up for quotations, policy issuance, endorsements and corrections.
• Resolve policy-related discrepancies.
• Maintain contact with insurance company representatives.
• Escalate delayed or unresolved cases to the Insurance Manager.

D. Policy Verification

Before vehicle delivery, verify

• Policy number
• Customer name
• Vehicle details
• Chassis number
• Engine number
• IDV
• Premium
• Insurance period
• Add-on covers
• Nominee details, where applicable
• Hypothecation/financier details, wherever applicable

Ensure the policy matches the customer's actual vehicle and selected coverage.

Insurance Renewal Operations

• Maintain records of existing customer insurance policies.
• Prepare renewal lists.
• Track upcoming expiries.
• Share renewal cases with the Insurance/CRM Team for follow-up.
• Coordinate with customers for renewal documentation.
• Obtain renewal quotations.
• Track renewal conversion.
• Maintain renewal MIS.
• Follow up on pending renewal cases.

Endorsement \& Policy Correction

• Process requests for policy corrections/endorsements.
• Coordinate with insurers for

o Name correction

o Address correction

o Vehicle detail correction

o Hypothecation changes

o Registration number updates

o Add-on changes, wherever permitted

• Track endorsement status until completion.
• Maintain proper records of all endorsements.

Sales \& Delivery Coordination

Work closely with the New Car Sales Team to ensure

Booking → Insurance Quote → Customer Confirmation → Policy Payment → Policy Issuance → Registration → Vehicle Delivery

• Monitor insurance status of all vehicles scheduled for delivery.
• Highlight pending insurance cases during daily delivery meetings.
• Ensure no vehicle delivery is delayed due to avoidable insurance processing issues.
• Coordinate with Registration and Finance teams wherever required.

Insurance Premium \& Payment Coordination

• Verify insurance premium received against the issued policy.
• Maintain payment/collection records.
• Check for discrepancies between quoted and actual premium.
• Maintain records of cancelled, refunded or corrected policies.
• Ensure proper documentation for refunds and cancellations.

MIS \& Reporting

Prepare daily/weekly/monthly MIS reports

Report Details

New Vehicle Insurance Policies issued

Pending Insurance Delivery-wise pending cases

Renewal Due/renewed/pending policies

Premium Premium generated

Insurance Penetration Insurance conversion

Add-on Add-on penetration

Policy Errors Corrections/endorsements

Cancellation Cancelled policies

Insurer-wise Business Company-wise performance

Pending Cases Ageing-wise status

Customer Coordination

• Explain the insurance documentation and process to customers.
• Coordinate for missing documents.
• Share policy documents with customers.
• Handle basic insurance-related queries.
• Coordinate with the Insurance Manager for complex queries.
• Ensure timely resolution of customer complaints relating to policy issuance.

Compliance \& Process Control

• Follow dealership and insurer-approved processes.
• Ensure customer documents are handled securely.
• Do not process incorrect or incomplete documentation.
• Ensure policy details are accurately entered.
• Maintain proper records of all insurance transactions.
• Follow approved insurer/broker/dealership guidelines.
• Maintain confidentiality of customer information.

Key KPIs

KPI Measurement

Policy Issuance TAT % policies issued within defined TAT

Documentation Accuracy Error-free policy percentage

Insurance Penetration Insurance policies vs vehicles delivered

Renewal Conversion Renewals achieved vs due

Add-on Penetration Add-on policies/covers sold

Pending Cases Number and ageing of pending cases

Policy Corrections Number of errors/endorsements

Customer Complaints Insurance-related complaints

MIS Accuracy Timely and accurate reporting

Delivery Support Insurance-related delivery delays

Experience Required

• 2–5 years of experience in automobile dealership insurance operations preferred.
• Experience with Maruti Suzuki/other automobile dealerships, insurance brokers or insurance companies will