Purpose of the Job

To Keep Branch Administration up to date, Manage Contracts on Embrace from opening to closing and submitting to invoicing. Establish Good Customer Relations. Assist with Express operations.

Key Responsibilities 

Vehicle Delivery and Collections

• A contract is issued for each hire
• Contract completed in full, including customer details, order number and contact number
• Vehicle information completed on contract
• Driver information completed on contract
• Vehicles prepared the day before hire or well in advance
• Vehicles are to leave the yard within 15 minutes of an order being received
• Vehicles delivered on time
• Vehicles collected on time
• Collection slips are completed for each collection
• Collection slips are attached to the contract for invoicing purposes
• Delivery and collection are to be written on the contract for easy reference at Invoicing

Fleet control 

• Fleet status report to be updated daily
• COF and Service information are monitored daily
• Tracking route sheets to be done daily
• Monitor vehicles that have not returned from the Workshop

Vehicle Breakdowns and Fleet Maintenance

• Breakdown reported to the Rental Agent
• Obtain full details of breakdown
• Fleet Manager/Fleet Controller to make booking
• Arrangements with Workshop to attend to the breakdown
• Manage the Fleet Reports, i.e. ODO app, to ensure that all vehicles are attended to services and COFs on time

Credit Card Rentals

• DA is received from the Call Centre
• Contact the customer to confirm the booking
• Arrangements are made with customer for collection
• Meet and greet at Value entrance
• Contracts are issued for each hire
• DA attached to the contract for Invoicing purposes
• The vehicle checklist was completed

Customer Requirements

• Prompt response to customer requests
• Prompt response to breakdown
• Ensuring Vehicles are reliable and in good condition
• Vehicles are clean
• Vehicles are checked, and the checklist is completed before delivery
• Customer queries
• Dealing with Debtors on authorisation codes
• Arranging account numbers with debtors
• Arranging sub-accounts for branches

Reports

• Fuel Reports – Micro Alert
• Tracking Reports
• E-Toll Reports
• Turndowns
• Recoveries
• R/A Capture Report
• Daily Invoice Report
• Credit Synopsis

General Requirements

• Answer the call within 3 minutes in a helpful and professional manner
• General Duties as and when required by the Operations Manager
• Keep the Standard of the Branch and yard in an orderly manner
• Keep desks free of paperwork and litter
• Keep Health and Safety requirements updated as required by the Operation Manager
• Receive and dispatch Express freight and POD maintenance Operations in general when required daily

 Minimum Requirements

• Grade 12 (Matric)
• 3 years of experience in a similar environment