Background

Toyota Kenya Limited is the authorized distributor and service provider of Toyota, Yamaha, HINO and Suzuki brands in Kenya. Toyota Kenya Ltd was incorporated in 1997 as a subsidiary by Toyota Tsusho Corporation (TTC) the trading arm of Toyota Motor Corporation

JOB PURPOSE

This position is responsible for the provision of support to the BYD team on day-to-day business operations, to ensure timely processing of customer orders. The position is also responsible for accurate processing of orders and invoices, vehicle logistics, logging and filing of documentation and contracts as well as updating sales and customer records and developing monthly sales reports.

Ultimately uphold and continuously improve the customer experience standard, ensuring that every touchpoint is handled with precision, professionalism, and speed.

MAIN RESPONSIBILITIES OF THE JOB

Operational Responsibilities

KNOWLEDGE, SKILLS AND EXPERIENCE

Minimum level of academic and professional qualification required to perform effectively in the role

Degree in a business-related field from a recognized university.

Minimum level of experience required to perform effectively in the role

3 years of experience in administration or in a relevant position from a reputable organization.

• Answer all customer calls and enquiries
• Attend to all enquiries on tender promptly and accurately for enhanced customer satisfaction.
• Management of records for the department i.e. warranty documents, demo vehicles agreements, client feedback reports on demo, clients’ vehicles files, showroom keys & accessories record.
• Create a file (both soft and hard copy) for every vehicle delivered gathering the key documents as indicated on the sales SOP.
• Follow-up on new vehicle (BYD) registration, vehicle accessories and logbooks dispatch to customer.
• Custodian of all spare keys and logbooks
• Effectively manage and report on stock reports, stock reconciliations, managing vehicle movements from Bond/GLC, handling stock discrepancies & reconciliation of accessories that come with the car. Receive vehicles from GLC and keep the required documents.
• Adhere to the FIFO system and verify required payment received when allocating BYD models except where an approval is given.
• Prepare timely quotations for branches, dealers & agents, and accurate sales reports to enhance efficiency and effectiveness in the sales process;
• Regularly update customers on sales order progress, respond and resolve customer queries in a timely manner to ensure customer satisfaction and retention;
• Follow up with customers on warranty booklets to ensure full compliance with CFAO Mobility guidelines on warranty management;
• Fixing and scheduling maintenance appointments for customers
• Requisition for stationery to ensure minimal disruptions to business operations due to stock outs;
• Archive records for the department to ensure records are kept in a safe manner, and are easy to retrieve when required for decision making purposes
• Custodian of the Fleet Register (logbooks & keys) to monitor movement and maintain accountability.
• In a Teamwork mindset, be available for any task out of this scope & that can be done during the working hours to support any other departments to support the BYD Team