Description
A. Sales Documentation and EFD Receipts
• Receive EFD receipts for all invoices issued in real time
• Ensure that EFD receipts are accurately matched with the respective invoices and transactions.
B. Sales Agreements and Logbook Documentation
• Prepare Sales Agreements for all applicable vehicle sales.
• Coordinate and ensure proper signing of Sales Agreements and other documents required for logbook processing.
• Verify that all required documents are complete, accurate, properly signed, and ready for submission.
• Maintain an organized record of all signed agreements and supporting documentation.
C. Submission and Control Number Management
• Submit all completed and signed Sales Agreements and required documents for logbook processing.
• Maintain an accurate tracker of all submitted agreements and logbook applications.
• Obtain and record Control Numbers received.
• Monitor the status of each Control Number from issuance through payment and logbook processing.
• Ensure no Control Number remains unattended or overdue without appropriate follow-up.
D. Control Number Payments
• Make payments against all Control Numbers within the required timeframe.
• Verify payment details before processing payments to avoid errors.
• Maintain proper records and evidence of all Control Number payments.
• Reconcile paid Control Numbers against the relevant logbook applications.
E. Logbook Follow-Up
• Conduct regular follow-ups on all submitted logbooks until they are processed and released.
• Maintain an up-to-date Logbook Pending/Follow-Up Tracker showing submitted, pending, processed, and collected logbooks.
• Immediately follow up on delayed or outstanding logbooks.
• Collect processed logbooks and verify that the details are correct.
F. Branch Support and Complaint Resolution
• Handle complaints and queries from Branches regarding logbook status, delays, missing documents, Control Numbers, payments, and other related issues.
• Resolve logbook-related complaints using a fast-track approach, prioritizing urgent customer and Branch requirements.
• Provide timely status updates to Branches on pending logbooks.
• Escalate unresolved or critical issues to the relevant Supervisor/Manager promptly.
• Maintain records of complaints received, actions taken, and resolutions. G. Reconciliation
• Prepare the monthly Blue Rock MPESA/Selcom Statement for reconciliation purposes.
• Ensure that all relevant MPESA/Selcom transactions are properly captured and supported by appropriate documentation.
• Coordinate with the Finance team to resolve any discrepancies identified during reconciliation.
• Maintain proper records of monthly MPESA/Selcom statements and reconciliation reports.
H. Reporting and Record Management
• Prepare regular reports on Logbooks submitted; Control Numbers received; Control Numbers paid and pending; Logbooks received
versus pending; outstanding/overdue logbooks; and Branch complaints and resolutions.
• Maintain accurate and updated trackers for all logbook-related activities.
• Ensure all physical and electronic records are properly filed and easily retrievable.