Accounts Executive Job in Kenya

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Accounts Executive Job in Kenya

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