Job Description

A. Sales Documentation and EFD Receipts

• Receive EFD receipts for all invoices issued in real time
• Ensure that EFD receipts are accurately matched with the respective invoices and transactions.

B. Sales Agreements and Logbook Documentation

• Prepare Sales Agreements for all applicable vehicle sales.
• Coordinate and ensure proper signing of Sales Agreements and other documents required for logbook processing.
• Verify that all required documents are complete, accurate, properly signed, and ready for submission.
• Maintain an organized record of all signed agreements and supporting documentation.

C. Submission and Control Number Management

• Submit all completed and signed Sales Agreements and required documents for logbook processing.
• Maintain an accurate tracker of all submitted agreements and logbook applications.
• Obtain and record Control Numbers received.
• Monitor the status of each Control Number from issuance through payment and logbook processing.
• Ensure no Control Number remains unattended or overdue without appropriate follow-up.

D. Control Number Payments

• Make payments against all Control Numbers within the required timeframe.
• Verify payment details before processing payments to avoid errors.
• Maintain proper records and evidence of all Control Number payments.
• Reconcile paid Control Numbers against the relevant logbook applications.

E. Logbook Follow-Up

• Conduct regular follow-ups on all submitted logbooks until they are processed and released.
• Maintain an up-to-date Logbook Pending/Follow-Up Tracker showing submitted, pending, processed, and collected logbooks.
• Immediately follow up on delayed or outstanding logbooks.
• Collect processed logbooks and verify that the details are correct.

F. Branch Support and Complaint Resolution

• Handle complaints and queries from Branches regarding logbook status, delays, missing documents, Control Numbers, payments, and other related issues.
• Resolve logbook-related complaints using a fast-track approach, prioritizing urgent customer and Branch requirements.
• Provide timely status updates to Branches on pending logbooks.
• Escalate unresolved or critical issues to the relevant Supervisor/Manager promptly.
• Maintain records of complaints received, actions taken, and resolutions.

G. Reconciliation

• Prepare the monthly Blue Rock MPESA/Selcom Statement for reconciliation purposes.
• Ensure that all relevant MPESA/Selcom transactions are properly captured and supported by appropriate documentation.
• Coordinate with the Finance team to resolve any discrepancies identified during reconciliation.
• Maintain proper records of monthly MPESA/Selcom statements and reconciliation reports.

H. Reporting and Record Management

• Prepare regular reports on Logbooks submitted; Control Numbers received; Control Numbers paid and pending; Logbooks received versus pending; outstanding/overdue logbooks; and Branch complaints and resolutions.
• Maintain accurate and updated trackers for all logbook-related activities.
• Ensure all physical and electronic records are properly filed and easily retrievable.

Requirements

Diploma or Bachelor's Degree in Business Administration, Finance, Accounting, Procurement, Logistics, or a related field.

At least 1–2 years of relevant experience in administration, documentation, operations, sales support, finance, or a similar role.

Experience in handling government-related documentation, control numbers, payments, logbooks, or vehicle registration processes will be an added advantage.

Good working knowledge of Microsoft Excel and other Microsoft Office applications.

• Experience using ERP systems is an added advantage.

• Receive EFD receipts for all invoices issued in real time
• Ensure that EFD receipts are accurately matched with the respective invoices and transactions.
• Prepare Sales Agreements for all applicable vehicle sales.
• Coordinate and ensure proper signing of Sales Agreements and other documents required for logbook processing.
• Verify that all required documents are complete, accurate, properly signed, and ready for submission.
• Maintain an organized record of all signed agreements and supporting documentation.
• Submit all completed and signed Sales Agreements and required documents for logbook processing.
• Maintain an accurate tracker of all submitted agreements and logbook applications.
• Obtain and record Control Numbers received.
• Monitor the status of each Control Number from issuance through payment and logbook processing.
• Ensure no Control Number remains unattended or overdue without appropriate follow-up.
• Make payments against all Control Numbers within the required timeframe.
• Verify payment details before processing payments to avoid errors.
• Maintain proper records and evidence of all Control Number payments.
• Reconcile paid Control Numbers against the relevant logbook applications.
• Conduct regular follow-ups on all submitted logbooks until they are processed and released.
• Maintain an up-to-date Logbook Pending/Follow-Up Tracker showing submitted, pending, processed, and collected logbooks.
• Immediately follow up on delayed or outstanding logbooks.
• Collect processed logbooks and verify that the details are correct.
• Handle complaints and queries from Branches regarding logbook status, delays, missing documents, Control Numbers, payments, and other related issues.
• Resolve logbook-related complaints using a fast-track approach, prioritizing urgent customer and Branch requirements.
• Provide timely status updates to Branches on pending logbooks.
• Escalate unresolved or critical issues to the relevant Supervisor/Manager promptly.
• Maintain records of complaints received, actions taken, and resolutions.
• Prepare the monthly Blue Rock MPESA/Selcom Statement for reconciliation purposes.
• Ensure that all relevant MPESA/Selcom transactions are properly captured and supported by appropriate documentation.
• Coordinate with the Finance team to resolve any discrepancies identified during reconciliation.
• Maintain proper records of monthly MPESA/Selcom statements and reconciliation reports.
• Prepare regular reports on Logbooks submitted; Control Numbers received; Control Numbers paid and pending; Logbooks received versus pending; outstanding/overdue logbooks; and Branch complaints and resolutions.
• Maintain accurate and updated trackers for all logbook-related activities.
• Ensure all physical and electronic records are properly filed and easily retrievable.

• Microsoft Excel
• Microsoft Office applications
• ERP systems (advantageous)
• Administration
• Documentation
• Operations
• Sales support
• Finance
• Government-related documentation handling (advantageous)
• Control number management
• Payment processing
• Logbook processing
• Vehicle registration processes (advantageous)

• Diploma or Bachelor's Degree in Business Administration, Finance, Accounting, Procurement, Logistics, or a related field.
• At least 1–2 years of relevant experience in administration, documentation, operations, sales support, finance, or a similar role.
• Experience in handling government-related documentation, control numbers, payments, logbooks, or vehicle registration processes will be an added advantage.
• Good working knowledge of Microsoft Excel and other Microsoft Office applications.
• Experience using ERP systems is an added advantage.