ONCE SALES TEAM RECEIVES A LEASE ORDER:
- Receive copies of Lease Purchase Orders from the sales team.
- Assist sales team, as required, in preparing the lease agreement, getting it internally signed, and delivering to customer for signature.
- Collect Corporate Account opening related document from Lease Client.
- Get vehicle delivery schedule from client.
- Prepare and send Debitor Code opening Request to EDCO along with all the related papers.
- Request EDCO to purchase the lease vehicles by providing the following:
- Debitor Code
- Client Purchase Order Copy.
- Delivery Schedule.
- Vehicle Colors required by client.
- Lease Agreement duly signed and stamped from the chamber of Commerce; if it does not exist already. If it already exists then just inform so.
- Follow up with EDCO till confirmation is received that internal purchase request has been processed and given to Fleet Department.
- Then follow up with Fleet Department to receive the vehicles promptly.
- Prepare the Lease Delivery Note(s) and personally deliver the vehicle(s) to lease customer with driver support from the operations department.
- Send the Lease Delivery Note(s) to Contracts Manager to create the Lease Agreement in Carpro, follow and get agreement number.
- Note agreement number on delivery note and keep in customer file.
- Provide end-user with your contact details in case of any service including maintenance, break down assistance, and accident.
CLIENT RELATED RESPONSIBILITIES AND DUTIES AFTER VEHICLE DELIVERY:
- To liaise with lease clients to ensure that the company is meeting all the client’s requirements.
- To handle lease customer inquiries or complaints in a polite and efficient manner.
- To ensure that all clients vehicles are properly maintained to the company’s and clients’ requirements and satisfaction.
- To inspect all vehicles before going to and returning from the workshops to ensure that the required repairs have been performed properly and meet quality standards.
- Print Lease Customer Maintenance Service Summary report every 1st of the Month and send to the Lease Operations Manager & EDCO.
- To ensure that in the event of any accident repairs that all necessary formalities are completed and ensure timely repair of the vehicle.
- Maintain an Accident Log File on MS Excel and send to the Lease Operations Manager & EDCO every Thursday.
- To ensure that the client has a satisfactory replacement vehicle in the event of extended maintenance requirements.
- Maintain a Lease Replacement Log File on MS Excel and send to the Lease Operations Manager & EDCO every 1st of the Month the list of vehicles still out at month end.
- To ensure that the back-up fleet is efficiently and correctly utilized.
- To maintain service records for the clients’ vehicles to ensure that the proper servicing schedules are maintained.
- To ensure that any client’s additional rental requirements are processed efficiently and that his requirements are met.
VEHICLE RETURN FORMALITIES & RESPONSIBILITIES:
- Receive vehicles being returned by the customer at the end of the contract.
- Inform the concerned Sale Person of the vehicle return to reconfirm that the vehicle has been officially returned by the customer.
- Then prepare a Lease Return Note and send to Contracts Manager to close the Lease Agreement.
- Check vehicle for any damages.
- If damages found, notify the customer and provide repair estimate.
- Get the estimate approved and coordinate with corporate accountant to raise Damage Invoice to customer.
- Ensure that the collector delivers the invoice to customer.
- Check with Lease Operations Manager whether vehicle will be sold as is or repaired.
- If it is decided to repair, the transfer the vehicle to workshop for repair and then transfer the vehicle to Used Car Sales Department for sale.
- Otherwise transfer the vehicle to Used Car Sales Department for sale.
GENERAL RESPONSIBILITIES AND DUTIES:
- To ensure security of vehicles and equipment on premises.
- To strictly follow Fleet Control Procedures and prepare necessary documentation for Operations Manager approval and further circulation.
- To establish a close link with Rental outlets in a Region, in order to provide immediate problem solving assistance and co-ordination of efficient movement of vehicles back and forth.
- To ensure the required reports are prepared and submitted to the Regional Management for onward distribution to respective departments.
- To monitor and report compliance to Policies & Procedures, and Rules & Regulations.
