Author: StephanieR

• Prepare Accurate reports and financial statements in accordance with IFRS.
• Control fixed assets, debtors and creditors.
• Perform various payment and balance sheet reconciliations and ensure that discrepancies are resolved in timely manner.
• Reconcile stock and stock management.
• Risk Management at branch level.
• Expenses control.
• Preparation of daily, weekly and monthly journals (oversee the general ledger and ensure that all transactions are recorded correctly and within set deadlines.)
• Review of vehicle stock counts.
• Monitor parts and workshop cash sales.
• Control branch financial activities.
• Performing other accounting duties and supporting junior staff as required or assigned.
• Ensuring all policies and procedures are adhered to.
• Pro-actively review current accounting procedures and recommend improvements where appropriate.

• General receptionist duties, making a good first impression and directing customers to relevant department or staff member.
• Complete all activity reports and submit to Dealer principal daily.
• Completing and submitting all other documentation, report and administrative tasks as required by Sales manager and Dealer Principal.
• Assisting sales Manager and Deal Principal with CRM duties and spot check.
• Taking and keeping minutes of sales meetings when required.
• Ensure that contract cleaner always keeps dealership in a clean and respectable manner.
• Ensure all creditors and debtors invoices balance and submitted to branch accountant timeously.
• Liaise with marketing department to arrange necessary marketing materials, customer gifts and warranty booklets.
• Issue sales staff with customer gifts as requested and keep accurate control of gifts in stock.
• Order necessary stationary and other materials required for dealer.

LEADERSHIP AND PLANNING

• Properly plan all sales activity for allocated strategic accounts (get involved).
• Provide customers with a point of contact scenario.
• Apply the retail pricing framework in a sensible and profitable manner.
• Ensure efficient liaison meetings take place at Dealer level.
• Co-ordinate after sales activities for allocated strategic accounts.
• Provide a transport consultancy service to demonstrate total operating costs.
• Manage positive supplier relationships.
• Contribute to sales CSM results, grow customer satisfaction and relationships.
• Provide a sales engineering service to ensure correct vehicle selection.
• Apply strict measure to the company’s SHE policy at all times.
• Ensure Best Practices are always applied. Proper housekeeping, in and around the facility.
• Achieve or exceed the agreed annual targets (unit sales, market share and gross profit).
• Only utilise suppliers as per agreed and approved FAW Southern Africa on after-market panel. This is to ensure that the vehicle warranty remains intact to the customer.

KEY DRIVERS

ACCURATE UNDERSTANDING OF THE DEAL PROCESS, BUT NOT LIMITED TO THE ITEMS BELOW:

• Deal closure.
• Vehicle selection and load body fitment / procurement.
• Vehicle delivery and handover.
• Vehicle payment and deal file closure.
• Strict control over vehicle deliveries and handovers.

CUSTOMER RELATIONS

• Manage and drive high level of customer interaction. Ensuring the customer is kept up-to-date of the new vehicle transaction at all times.
• Prospective customers are to be followed-up at least once a week per telephonic or email.
• Prospective customers need to be visited at least twice (2) times per month.
• Current customers need to be telephonically contacted at least once (1) times per month with a follow-up customer visit once a month.

CUSTOMER RETENTION AND GROWTH OPPORTUNITIES

• Ensure that your database remain synchronised with company database. Use only EXCEL or as guide lined by the company. Update required to be forwarded to the Sales Manager and Sales Administrator at least once a month, electronically emailed.
• Care and Grow your customer database, by continually following-up and diligently keeping the customer informed of national and local market changes and events.

MONITORING and ADMINISTRATION

• Ensure that all vehicles are invoiced timeously, support the process.
• Ensure that vehicle payments debtors are kept within the terms and conditions of sale to ensure timeous submission for commission pay-outs.
• Ensure that all cash sale transactions are paid in full
• Take corrective action on out-of-line items.

CUSTOMER CARE

• Ensure high levels of customer interactions.
• Ensure that the type of feedback to the customer is relevant and correct.
• Continue to promote the company as a trustworthy and reliable brand.
• Transolve / Htm (Electronic Selling Tools)
• Prepare and present each customer quotation to include a minimum of an electronic mass distribution drawing (side view).
• Corporate quotations will include the above, route simulations and any other information the customer may require to have a complete understanding of the vehicle.
• Apply diligence to all sales activities, in respect of:
• Sensibly contribute to the whole of the department and company in terms of unit sales and profitability per unit.

• Greeting customers and assisting with queries
• Opening of Estimates and Job cards for work to be done
• Ensure the Estimate goes to client via email and phone call go ahead is received within 1 hour of booking or truck arrival
• Consulting with mechanics, foreman or technical advisors regarding necessary repairs and possible alternatives to expensive repairs
• Inform client of campaigns available for their vehicle and upsell hours for campaigns
• Check and confirm if vehicle is in warranty, truck is under service plan or maintenance plan, and if the items to be done is covered in the plan or if the client needs to be billed
• Communicate with parts department to ensure timeous availability of parts
• Obtain various order numbers and issue the go ahead to the Foreman and Technicians
• Update clients 4 hourly on the status of vehicles and prepare and cost the job cards to be invoiced before the vehicle is released
• Explain all work done to client prior to collecting the vehicle and ensure all work is covered or if there is additional work required
• Control the daily workshop workflow sheet. Send out by end of business day
• Control Workshop Efficiency report, hours allocated vs worked
• Control the gate pass book and company policies regarding vehicle movements ie. NO vehicle leave without payment
• Manage and oversee the dealerships workflow and schedule between departments
• Call customers to advise them about service changes or vehicle pick up times
• Maintain positive customer relationships to ensure repeat business
• Adhere to all company policies
• Send payment Proof of Accounts and ensure the debtors is loaded and removed

• Managing organizational sales by developing a business plan that covers sales, revenue, and expense
• controls.
• Meeting planned sales goals.
• Setting individual sales targets with the sales team.
• Tracking sales goals and reporting results as necessary.
• Overseeing the activities and performance of the sales team.
• Coordinating with marketing on lead generation.
• The ongoing training of your salespeople.
• Developing your sales team through motivation, counselling, and product knowledge education
• Promoting the organization and products.
• Understand our ideal customers and how they relate to our products.
• Contributes to team effort by accomplishing related results as needed.
• Any other reasonable and lawful duties required by Dealer Principal from time to time

• Support the Workshop Foreman in a constructive manner, ensuring that the internal department relationships are properly maintained.
• Present exemplary task performance.
• Personally manage work efficiently.
• Properly record all hours worked and sold.
• Ensure that all lubricants used are recorded on the job card.
• Ensure that all parts used are recorded on the job card. Use systems and processes in place as instructed by management. This process may change from time-to-time, your understanding is important and adherence crucial to the success of job card completion.
• Record the use of consumable items.
• Build sound relationships with parts staff.
• Ensure that all tasks performed comply with minimum standards required by FAW SA.
• Participate in all relevant training programs.
• Share your new knowledge with others.
• Take note to do personal learning and self-development.
• When you attend a breakdown – be courteous to customer staff and customer / manager.
• Be properly dressed in correct PPE.
• Ensure the vehicle in which you drive is properly cleaned and presentable.
• Make sure that you understand what the job required is, so that you are well prepared to attend to the breakdown effectively.
• Obey the rules of the road, all traffic fines will be routed to the offender.
• Ensure a good working relationship with colleagues and peers. This includes apprentices at all levels of training.
• Create sound mentor/apprentice relationship.
• Support peers and learners, do concrete skills transfer and promote an atmosphere of high levels of productivity.
• Set an example in terms of time keeping.
• Ensure that all warranty claims are correctly diagnosed in terms of the 3 C’s. Complaint, Cause and Correction.
• Take ownership of apprentices assigned to you.
• Ensure that the skills transfer is properly done, and that each apprentice has equal opportunity to successfully complete his apprenticeship.
• Diligently complete all documentation regarding apprenticeship, such as logbooks.
• Ensure that all Health and Safety rules are always adhered to.
• Encourage colleagues to do the same.
• Proper Adhere to company rules regarding the use of tool, special tools and company assets.
• Always wear Correct PPE per job.
• It is your responsibility with your foreman to manage your hours worked including overtime, conforming to the Labour Relations Act.
• Ensure high levels of communication and feedback to the workshop manager ensuring the customer is relayed relevant and concise information.
• Ensure that the type of feedback to the workshop manager is relevant and correct.
• Continue to promote the company as a trustworthy and reliable brand.
• Pursue the philosophy of customer is king.

LEADERSHIP AND PLANNING

• Properly plan all sales activity for allocated strategic accounts (get involved)
• Provide customers with a point of contact scenario.
• Apply the retail pricing framework in a sensible and profitable manner.
• Ensure efficient liaison meetings take place at Dealer level.
• Co-ordinate after sales activities for allocated strategic accounts.
• Provide a transport consultancy service to demonstrate total operating costs.
• Manage positive supplier relationships.
• Contribute to sales CSM results, grow customer satisfaction and relationships.
• Provide a sales engineering service to ensure correct vehicle selection.
• Apply strict measure to the company’s SHE policy at all times.
• Ensure Best Practices are always applied. Proper housekeeping, in and around the facility.
• Achieve or exceed the agreed annual targets (unit sales, market share and gross profit).
• Only utilise suppliers as per agreed and approved FAW Southern Africa on after-market panel. This is to ensure that the vehicle warranty remains intact to the customer.

KEY DRIVERS

ACCURATE UNDERSTANDING OF THE DEAL PROCESS, BUT NOT LIMITED TO THE ITEMS BELOW:

• Deal closure.
• Vehicle selection and load body fitment / procurement.
• Vehicle delivery and handover.
• Vehicle payment and deal file closure.
• Strict control over vehicle deliveries and handovers

CUSTOMER RELATIONS

• Manage and drive high level of customer interaction. Ensuring the customer is kept up-to-date of the new vehicle transaction at all times.
• Prospective customers are to be followed-up at least once a week per telephonic or email.
• Prospective customers need to be visited at least twice (2) times per month.
• Current customers need to be telephonically contacted at least once (1) times per month with a follow-up customer visit once a month.

CUSTOMER RETENTION AND GROWTH OPPORTUNITIES

• Ensure that your database remain synchronised with company database. Use only EXCEL or as guide lined by the company. Update required to be forwarded to the Sales Manager and Sales Administrator at least once a month, electronically emailed.
• Care and Grow your customer database, by continually following-up and diligently keeping the customer informed of national and local market changes and events.

MONITORING and ADMINISTRATION

• Ensure that all vehicles are invoiced timeously, support the process.
• Ensure that vehicle payments debtors are kept within the terms and conditions of sale to ensure timeous submission for commission pay-outs.
• Ensure that all cash sale transactions are paid in full
• Take corrective action on out-of-line items.

CUSTOMER CARE

• Ensure high levels of customer interactions.
• Ensure that the type of feedback to the customer is relevant and correct.
• Continue to promote the company as a trustworthy and reliable brand.

TRANSOLVE / HTM (ELECTRONIC SELLING TOOLS)

• Prepare and present each customer quotation to include a minimum of an electronic mass distribution drawing (side view).
• Corporate quotations will include the above, route simulations and any other information the customer may require to have a complete understanding of the vehicle.
• Apply diligence to all sales activities, in respect of:
• Sensibly contribute to the whole of the department and company in terms of unit sales and profitability per unit.

Managing the F&I Debtors book

• Distribution of monthly statements (Xpertek generated) and (Finance department prepared) to clients.
• Monitor Daily Banking (Main Bank account / F&I Bank account).
• Allocation of payments and non-payments on both Xpertek and manually captured deals on Excel.
• Monthly interest capture on Evolve.
• Monthly debit order scoping for all local clients on Xpertek.
• Monthly debit order loading on Business Online for local clients.
• Arrear Account Management:
  • Communication with respective sales persons / clients in respect to late payment and arrear amounts.
  • Updating and maintaining department reports (Arrear Report / Debtors ageing’s / Bounced Reports) with l latest amounts and feedback.
  • Preparation and issue of Letters of Demand.
  • Perform risk analysis on debtors and preparation of Repo Clients Files.
  • Sinosure Reporting > 60 days – Feedback provided to Sinosure representative on a needs basis.

Assisting with managing the overall Company’s Debtor book

• Ensuring timely collections on outstanding payments.
• Reconciling accounts and resolving discrepancies with efficiency and professionalism.
• Maintaining accurate records of all interactions and transactions.
• Preparing monthly reports of all interactions and transactions.
• Collaborating with finance team to improve processes and ensure alignment with company policies.
• Implementing effective credit control procedures to minimize bad debt.
• Building and maintain strong relationship with clients to facilitate the prompt payment.

Assisting with adhoc creditors payments.

• Ensure invoices are matched against requisitions, purchase orders and goods received notes with reference to quantities, quality, description and price.
• Ensure invoices are matched against approved requisitions, purchase orders and goods received notes with reference to quantities, quality, description and price.
• Ensure invoices related to contracts agree to the contract.
• Ensure the correct GL account & vendor account is utilised when processing invoices in Account Payable module.
• Ensure that the correct VAT is applied to invoices.
• Preparation and submission of creditors’ reconciliations.
• Timeous payment of invoices and follow-up on AP queries.
• Forward remittance advices to suppliers after completion of payment run.
• File all invoices after payment run according to the agreed filing protocols.
• Maintain a good relationship with finance department.
• General administrative duties and special project work as required.
• Any reasonable and lawful tasks required from superior from time to time.

• Complete management and oversight of FAW dealer development roll-out plan.
• Directly responsible for the alignment and correction of brand CI to dealer level.
• Responsible for ensuring all facility signage and visibility elements are to standard and comply with developed guides.
• Will oversee updates and further development from both marketing and other department requirements in terms of FAW customer facility.
• Liaison for the dealer teams as well as external contractors.
• Preparation of project updates for weekly and monthly meetings — development and consolidation of reports for presenting to internal management teams.
• Preparation and dispersion of monthly reporting
  • Project pipeline completeness.
  • Time management arrangements.
  • Cost and assistance tracking and reporting.
  • Dealer status in line with sales department and network management
• Submission of weekly and monthly reporting on project timelines.
• Regular visits to dealer sites (National level) with audit teams.
• Direct liaison with branch DP’s regarding the preparation and tracking of project roll-out.
• Ensuring policy alignment and initiation roll-out.
• Direct liaison with finance on dealer account management — outstanding invoices and payment processes.
• Assessing dealer network display and communication material to ensure adherence to Cl guidelines.
• Oversight on POS ordering for Cl alignment and management.
• Involvement with the initiation, conceptualisation, planning and preparation for marketing events (Head office, branches, and dealer network).
• Involvement on the preparation planning for event planning and execution.
• Maintenance of marketing network database and distribution lists.
• Assist with coordination of in-house training sessions — planning of dealer attendance, bookings, and movement arrangements.
• Assist with development and deployment of online training portal projects, fixes and further roll-out.
• Simultaneous management of department projects.