Purpose of the job:
Ensure that all documentation related to the purchasing and sale of vehicles is in order.
1. Contribute to the achievement of branch profit
Ensure that all vehicles in stock have legitimate documentation and are kept under 45 days.
Ensure insurers stock in bond is under 60 days of sales.
Monitor and check unallocated stock daily.
All vehicles to be stocked in the same day if arrives before 3pm.
2. Establish internal controls to deliver efficient processes and systems
Ensure all yard stock controllers are applying necessary processes/procedures for auction days and entire process.
Identify opportunities and implement solutions to improve efficiency of:
Salesforce
Administration processes
Registration of vehicles
Phone Pro
AN System
Phone App
Handle all complaints and enquiries relating to registration papers.
Ensure all processes are adhered to in terms of stocking in of vehicles delivered to the yards.
Ensure vehicles are stocked in within 24 hours.
Monitor key process weekly.
Maximise turnaround time on required paperwork (eNatis – 48 hours).
Oversee the accuracy of the stock control function in Branches.
Follow up on speed bump issues within 5 days.
Oversee the following to ensure accurate completion:
Receiving, uploading and handling of eNatis documents.
Code change queries.
Incomplete/ inaccurate vehicle papers.
Clearance processes.
Uploading of insured values for auctions.
3. Prepare relevant administrative information and reporting
Ensure stock take reports are completed timeously and escalate recon to COO on missing units.
Ensure all stock takes are retained for auditing purposes.
Send monthly Stock in Bond reports to Insurance companies.
Provide reports to Insurance companies when required.
4. Ensure world class customer service at all interfaces
Ensure all customer queries and complaints are attended to immediately, telephonic and emailed.
Ensure all branch queries and complaints are attended to immediately, telephonic and emailed.
Ensure all Insurance company queries and complaints are attended to immediately, telephonic and emailed.
Escalate unresolved queries and complaints to Management.
Ensure customer complaints from Telesure and other insurers are maintained.
Provide set up of new insurance companies onto AN system and provide training where necessary.
Conduct supplier visits when required.
5. Management and development of Human Resources
Contribute to developing an enabling culture, and high staff retention through mentoring.
Drive performance management throughout the year.
Provide training and development to ensure succession.
Conduct annual performance appraisals.
Key relationships (internal & external):
Internal – All branches and staff. External – Insurance companies & clients
Critical experience:
Knowledge eNatis system 5 years in an admin management capacity Knowledge of salvage/ insurance - beneficial
Minimum Education:
Tertiary qualification - ideal
Technical (systems) knowledge required:
Microsoft (all suites) – Advanced
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