Rental Sales Agent X2 (Lusaka, Zambia)

Core purpose of the role The Rental Sales Agent (Zambia) attends to customer needs and provides good service to customers whilst ensuring the profitability of the company. Also responsible for presenting and explaining road rules and regulations to customers.Key deliverables and outputsCounter Products CoordinationMonitor allocations of vehicle reservation on the Wizard system and take note of customer requestsComplete daily inventory of all counter products with actual units as per agreed proceduresCoordinate inter branch transfers of counter products and follow procedure in placePrepare all counter products to be ready for rent and ensure GPS are updated and charged.ReportingCreate and submit daily reports (Counter Products, Fleet, Cash, Day End reports etc.)Print and action all required Wizard reports in line with company guidelinesInvestigate and report any unresolved / suspicious matters to the Branch Supervisor / ManagerRespond to emails on a daily basis.AdministrationModify Rental Agreements and capture rental information on Wizard to ensure the Rental Agreement is accurate for billing purposesBatch all documentation according to work instruction on a daily basisComplete the Quality Control Envelopes (QCE) accurately and timeouslyFollow the lost property work instructionGuide customers in correctly completing the damage reports in line with company standardsMonitor and request the replenishment of stationery at the counterFollow the rental process work instructions for the check-in and check-out processesCreate and maintain filing and administration processesInvestigate, resolve and provide feedback on all queriesComplete the monthly filing of all wizard documentation within the agreed timeframe (e.g. the first week of each new month) according to the retention listCreate movements (Vehicle Transfer Contract (VTC) or Rental Agreements) for vehicles exiting the yardCreate and extend VTC for staff transport as authorized by managementMaintain accurate and up to date Manual and VTC files on a daily basis.Financial ManagementCollect and secure cash and capture on WizardAdhere to cash banking processes, procedures and time framesAccurately capture payments received from various payment methods and check that all corresponding documents match, are available and readableComplete daily banking reconciliations (DBR) and attach all relevant documentation as per work instructionComplete the cash reconciliation form and balance cash in the relevant system according to work instructionCheck that cash balances at the end of the day and report any cash discrepancies to the Branch Supervisor / ManagerVerify that any petty cash used is approved and signed off by the Branch Supervisor / ManagerComplete Acknowledgement of Debt (AoD) documentation with customers and load all documents as per work instruction for approval. File relevant documentation and follow up each month to recover funds. Address non-payments and where required, escalate to the Branch Supervisor / ManagerExplain and bill miscellaneous and additional charges upon check out on all Rental AgreementsBlock Rental Agreements in the event of an accident. Follow up that accident-related documentation is completed in line with agreed processes. Bill accident charges and / or advise the Accident Administrator of additional charges to be billed.Customer ServiceFollow the Breakdown and Accidents work instructionAssist the customer in the event of a requested exchange, vehicle breakdown or theft. Create and maintain relationships with the customer by staying in constant communication with customer during the experience and always ensure customer satisfactionProvide any additional service to the customer during the rental period e.g. extensions, pricing, products etc.Advise the customer of all safety guidelines, road rules and regulations in NamibiaCheck rental requirements 7 days in advance and ensure that vehicles are delivered and collected on time. Ensure that staff members are available at pick up or drop off points 15 minutes in advance. Arrange out of town collections and deliveries at least 48 hours in advance. Bill all applicable charges upon check out and before closurePrepare Rental Envelopes a day in advance and confirm that all rental vehicles are ready. Prepare documentation in advance to facilitate a quicker check out process. Check that all rental vehicles are ready at least 15 minutes before reservation timeReview comments, notes, special reservation requests and attend to these before the customer arrivesAssist with the termination of vehicles where required.Risk, Governance and ComplianceAdhere to health and safety rules and regulations and company guidelinesSecure all assets according to company procedures to mitigate risks (Range: cash, keys, premises, documents, lost property, counter products)Comply with evacuation / fire planEscalate any health and safety risk or non-compliance concerns to the Branch Manager.Internal and External Stakeholders The role requires close engagement and collaboration with key internal and external stakeholders.Academic Qualifications Essential: (Grade 12 with a minimum of 23 points in Namibia)Valid Driver’s License.Advantageous:Qualification in Sales / Marketing / Tourism.Note: This role may be required to travel long distances from time to time. May be required to work overtime/after hours from time to time and perform emergency duties on short notice to assist customers. May be required to work with diverse cultural customers and colleagues. May be required to assist at other Branches.Work ExperienceEssential:1 Year Experience in sales and general administration.Advantageous:2 Years’ Experience in sales and administration2 Years’ Experience in tourism industry.