Daily work:

• Custodian of company’s keys, ensuring opening and closing doors,
• Local Purchase through LPO and Petty cash purchases need to be checked thoroughly and as a last resort,
• To prepare a list of vehicles at the workshop and why they are parked.
• Company vehicles (including new vehicles) are parked inside the premises, milage record, authorization and weekly report to HO.
• Ensure all security measures are in place, Security guards report on duty and on time, the Alarm system is working, and CCTV is functional and recording. Review OB books maintained by security guards.
• Ensure sending job cards at the head office for closure on the same day of release of vehicle.

Routine work

• Releasing vehicles in line with the Credit Policy Both After-sales and Vehicle sales,e.g., No Credit customer start their work without LPO and ensure all cash customers are paid before the vehicle leaves.
• All parts order/ Engineering Work comes out from stores, and the sales team must comply with Procurement Guidelines.
• Ensure Job cards are filed correctly for archived, to ease us for easy access.
• Ensure stores are arranged and secured. No unauthorized person is allowed to go inside.
• Ensure paperwork for IEA warranty claims is provided on time.
• Ensuring submission of invoices to customers and follow-ups for collection.
• Ensuring all parts utilized are charged to the job card and invoices raised accordingly including parts sales.
• Compliance with all tax regulations at the branch, ETR/ESD invoices/ cash sales, preparing a list of all invoices raised through ETR & EBIZ (at the branch) to the head office for double checking that those invoices are raised from our system.
• Ensuring that no unauthorized collection of payments from the branch which can put the company at risk of regulatory compliance like KRA.
• Any issue with fuel is per company guidelines and instructions.
• Ensure all customers with an outstanding balance deliver invoices and statements to the customerthrough delivery notes, and quires are resolved for any differences.
• Submission of Petty cash claims to prepare returns &claims, and keeping float for the petty cash purchase and expenses.
• Staff leave processing in liaison with the HR and workshop controller.
• Ensure manual records of non stock items like oil and lubes, stationary and water bottles are appropriately stocked, secured, recorded and verified.
• Responsible for the entire functioning of the branch.
• Responsible fr office repairs and maintenance.
• You are not authorized to give any commitment on behald of the company, but to deliver any instructions received from HO or the directors.
• Report any incident to occur at the branch, weather part of the jobs mentioned here or otherwise which is outside the routine work, usual but against the policy or a good business practice.

• Supplier’s account management, LPO delivery, invoices & statement collection, manual list of outstanding and delivering cheques once received from Nairobi,
• Ensure ad follow-up that all utility bills are paid on time,
• Custodian of all company documents/ Job cards and other records and ensure filing them in an orderly manner,
• Keeping leave records and monitor attendance of staff at the branch.
• Plan leave schedules for employees in the branch in liaison with HR and the leadership team at the branch.
• Suppliers account management, LPO delivery, invoices and statement collection, manual list of outstanding and delivering cheques once received from Nairobi.
• Ensure no cash transactions at the branch, directly or through our staff including sales agents.
• Ensure follow up that all utility bills are paid on time.
• Custodian of company documents/ job cards and other records (including LPO books, cash receipt books, delivery books, vehicle customer files, workshop job cards etc and ensure filling them is done and in an ordely manner.
• Maintenance of office building, ensure cleaning, arrangementand repairs of broken on non functioning items is done immediately.
• That all licences required for operations of the branch are valid and displayed as per the requirements.

  Finance:

  • Confirming the debtors’ list received from Nairobi with the manual record at the branch, reconcile the differences, if any.
  • Banking of cheques received from debtors and preparing a Daily Return

• Minimum three years experience in computer operations in a relatively busy environment.
• Network systems troubleshooting.
• Hardware and software troubleshooting.
• Understanding of packaged accounting operations. (Sage Accounting preferred).
• Prior experience in automotive industry will be an added advantage.

• Good communication skills.
• Self-motivated and team player.
• Shares knowledge and experience and provides helpful advice to others in the office.
• Good supervisory skills.

• Willingness to travel.
• Flexible person and ready to work at odd hours.

Applications to be submitted before 17th March 2024.