Loxea Limited
Job Title: Accounts Executive
Division: Fleet
Department: Fleet
Section / Unit: Fleet
Reports to: Fleet Manager
Work Station: Loxea Kenya HQ
Direct Reports: N/A
Indirect Reports: N/A
JOB PURPOSE: Customer satisfaction, Fleet Admin Duties & Service and Maintenance of Loxea vehicles.
MAIN RESPONSIBILITIES OF
THE JOB
Managerial
Responsibilities
· None
Operational
Responsibilities
· Request quotes for service
and maintenance and ensure PO approval in time for all service maintenance
& repairs
· Be the point of contact
for all clients assigned and be available to always handle client matters
promptly
· Schedule service
appointments to all clients and automate the reminders through Optimum system
at least 1,000 km in advance and follow up
· Ensure all service and
maintenance are done in time and as per SLA and the client is kept informed of
the progress, timelines, and repairs
· Manage the road rescue
process & ensure a regular communication to the customers
· Manage the insurance
process & ensure a regular communication to the customers
· Follow up the pending
repairs until the vehicles are sent back to the customers
· Communicate with the
customer on what has been done on the vehicle & make sure it also complies
with their expectations if they have shared a specific claim when they
delivered the vehicle to the workshop. Keep the record & follow up.
· Manage the insurance
claims process fully making sure SLA is respected by all parties & ensure a
regular communication to the customers
· Follow up to ensure PO’s
from clients for out of contract repairs with customers for the leased vehicles
or relief cars issued
· Participate to the
delivery of new cars and train the end user from time to time and when
delivering a large fleet (rights & obligations)
· Manage all customer
queries or needs and ensure they are handled to completion
· Follow up on all
requests or needs for any statutory documents and ensure they are up to date
and delivered to the client(insurance, TLB, inspection, MCSK etc)
· Ensure client requests
for any other needed documentation (e.g., COMESA card, Express way) is done
promptly and sent to the client
· Ensure all quotes are as
per the agreed SLA and discount to Loxea before approval
· Follow up with client
and dealer to ensure all free services are respected and warrant is maintained
and not voided
· Ensure the client is
trained as per the needs and all services are done in time to ensure costs are
maintained as low as possible
· Follow up on all PO’s
required for client job and ensure these are received before PO by Loxea is
provided to the garage
· Follow up with the
customer to pay for out of contract repairs or those that come from bad driver
behaviours, add analysis from our platform
Systems & Fleet
duties
· Use & be comfortable
with our systems & platforms (Fleet Kompact, Optimum Automotive tracking
platform, OLEA)
· Ensure all service
mileages are up to date and automated for all clients in Optimum system
· Ensure all tracking
certificates are received, shared with the insurer and filed
· Make sure the relief
cars are always in good working & safety conditions and state including all
repairs and service
· Coordinate Issuance and
receiving of the relief vehicle as per contract, approval or insurance terms
and terms are adhered to by the client
· Follow the KPIs on
provision of relief car (timing vs contract terms & conditions) &
follow up customer satisfaction on that promise
· Report and follow up on
the relief car amount to be invoiced to the customer and insurer
· Ensure all vehicles have
valid insurance, inspection, MCSK, TLB & other licences
· Coordinate, follow up of
all end of lease, staff, and all non-lease vehicle repairs
· Receive all invoices
relating to fleet dept and ensure all invoices for fleet are approved and paid
in time and records kept
· Meet the
broker/insurance every month to review KPI and issues & prepare a Monthly
report on KPI (performance of the broker/underwriter)
· Coordinate with Sales
team all processes from receipt of the vehicle by the dealer up to delivery to
the client
· Receive all invoices
relating to fleet dept & ensure all invoices for fleet are approved and
paid in time and records kept
· Be a team player and
support the team for any other duties assigned
· Coordinate with Sales
team all processes from receipt of the vehicle by the dealer up to delivery to
the client
· Build monthly reports to
be shared with the client and discussed on a monthly basis (Accident reports,
non-respected service reports)
· Prepare, schedule and
hold monthly/quarterly meetings (as scheduled) with all clients and ensure
minutes are shred and recorded in CRM
· Participate to the
delivery of new cars as the assigned account exec and train the end user from
time to time and when delivering a large fleet (rights & obligations)
· Train and organize
training for the clients at least once per year on claims process and road
rescue
· Collect need for
training from clients and follow up to ensure the trainings are done
· Build a monthly report
on KPI (performance of the broker/underwriter) with an Insurance report monthly
and use SLA report OLEA vs Optimum
· Build a weekly report on
relief vehicle usage
· Build Fleet PACI monthly
report
· Build the annual PACI
report on annual stock inventory
· Build quarterly PACI
report on insurance claims
· Build quarterly PACI
report on insured vehicles
· Be present in other
monthly meetings as required and represent the fleet team
· Build any other reports
required
· Promote Kaizen spirit
& creation of new ideas to save on costs & improve on operational
efficiency
· Promote the “One Team,
One aim, One Country” spirit & be an example in the relationships we have
with our sister companies
· Be open for all other
tasks/responsibilities important for the business that could arise & to be
managed through a decision on priorities
KNOWLEDGE, SKILLS AND
EXPERIENCE
· Bachelors degree
Minimum level of experience
required to perform effectively in the role
· 3 years of relevant
experience in an organisation of comparable size of operations
WORKING RELATIONSHIPS
Internal customers
· Dealers
· Service providers
External Customers
· Customers – Lease
clients
COMPETENCIES
Technical
· Computer literacy
Functional
· Writing skills
· Presentation skills
Behavioral
· Professionalism
–maintains a professional approach based on ethics and CFAO values
· Integrity, honesty, and
ethics- ensures ethical practices and integrity
· Communication Skills
· Customer orientation-is
customer focused striking a solid balance between external and internal
customer orientation
· Resilience –is able to
withstanding strategic and operational challenges and maintain momentum
· Emotional
Intelligence-manages emotions in a mature and composed manner as expected of a
leader
How to Apply
If you meet the requirements, kindly forward your application
enclosing a detailed word version of your curriculum vitae together with a
cover letter by 27th November 2022 to dtdobieapplications@cfao.com
Please indicate Account Executive – Loxea Limited as the header
of your email.
We are an equal opportunity employer
