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Maxxia

Administration Officer - Just Honk Used Cars

Maxxia

Sydney, New South Wales, Australia

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Job Posted: 08/11/2017

Job Category:

Administration & Reception / Administration / Assistant

Job description:
POSITION SUMMARY

The purpose of this role is to administer activities supporting the In life services requirements of vehicles being managed within the Interleasing/Holden leasing Fleet Management program. The role ensures that al l relevant documentation, accessories and support to customers which is required during the life-cycle of their vehicle, are processed accurately and within timeframe; all problems are resolved with customer safety, satisfaction and company risk mitigation as a priority.
The In life Services Officer will be skilled to support across all activities within the team and may be requested to take responsibility for a few. This will be determined by the Manager – Customer Service subject to business need .
This role contributes to customer satisfaction and quality in the delivery of management of vehicles to customers. It also ensures that customers are adequately briefed about the status of their vehicle.
KEY CONTACTS
Internal
Relationship Managers
Relationship Officers
Accounts Payable Administrators
External
State Registration & Fines Departments
IL & HL Customers & Fleet Managers
CTP Providers
Fuel Card and Etag Providers
CTP Administration
Process the monthly files received from Allianz as per the documented process and submit to IT for upload and payment.
Registration Administration
Completion of 100% of renewals prior to registration date
Input all registration statuses into the system
Distribution of inspection letters:
2nd inspection letter (if needed) sent 3 to 4 weeks prior to expiry
3rd inspection letter (if needed) sent 1 to 2 weeks prior to registration expiry and Relationship Manager notified.
Distribution of all end of lease letters 14 day days prior to expiry.
Distribution of labels to customers no later that 1 week prior to expiry
Ensure labels are sent with the appropriate letter to customers
Ensure payments for registrations are made to the relevant state road authorities
Understand and adhere to different customer requirements where tailored agreements are in place
Vehicle Infringement Management
Sort all incoming fines into date order and prioritise.
Enter all relevant information onto system.
Distribute fines to correct customer contacts with covering letters for payment
Follow up and manage non-paid or late-payment fines to ensure consistency of vehicle registration.
Driver Kit Administration
Monitor required email inboxes and appropriate reporting to ensure that Driver Kits are compiled correctly and sent to the dealers prior to the customer pick up of a new vehicle.
Record all information necessary into the required business systems and reports.
E-tag Administration
Monitor required email inboxes and appropriate reporting to ensure that E Tags are ordered and allocated correctly and sent to the correct driver, fleet manager or supervisor
Assist customers in the correct return and cancellation of E-tags that are no longer required or that have been lost or damaged.
Record all information necessary into the required business systems and reports
Fuel Card Administration
Monitor required email inboxes and appropriate reporting to ensure that Fuel Cards are ordered correctly and sent to the correct driver, fleet manager or supervisor.
Ensure that correct options are included and that the customers’ preferences for card embossing are adhered to.
Cancel and replace Fuel Cards as requested by customers or supplied via termination reports.
Record all information necessary into the required business systems and reports
Mini Lease Administration
Receive and register requests for all Mini Lease vehicles via email or phone.
Co-ordinate the delivery & collection of Mini Lease vehicles including external rentals with the relevant identified supplier.
Enter reservation information into the required business system.
Provide clients with the relevant information for them to take possession of the mini lease
Co ordinate vehicles to be collected or advise a return location when the vehicles are no longer required. Organise extensions where necessary
Receive and enter all invoices into the required business system for payment of the mini lease accounts.
POSITION CRITERIA
Capabilities &
Behaviours
Customer Focus - a customer focused approach to solving problems and communication.
Organisational Skills - good organisational and time management skills
Team Work - ability to work as a member of a team and willingness to assist others where necessary.
Attention to detail - a high level of accuracy in data-entry work and an eye for detail in picking up anomalies in general processing.
Results Driven – can focus and be disciplined to process high volumes of work against deadlines to ensure team efficiency. Is
Resilient – Is composed and can still think clearly and resolve issues under pressure and time of high workload or change.
Knowledge &
Experience
Essential
Proficient in Microsoft packages particularly Excel
A minimum of 2 years practical experience working in a similar role in an accounts processing department with an understanding of GST calculations.
Desired
Experience using MILES
Qualifications
High School Certificate
OCCUPATIONAL HEALTH & SAFETY (OHS)
The Company seeks to provide a safe and healthy workplace. All employees have a duty of care to ensure a safe workplace in line with OHS legislation and regulation. Employees are required to work within the Company’s policies and procedures for OHS.
TEAM AND LEADERSHIP BEHAVIOURS
Customer
“Put yourself in the customer’s shoes”
We know that our success begins and ends with the way we serve and treat customers. We will design and run our business as though we were the customer.
Honesty, integrity and courage
“Face the brutal facts”
We will always act with honesty towards one another and in our conduct of the business. We will have the integrity and the courage to do the right thing, raise issues, to listen and ‘face the brutal facts” no matter what the circumstances.
Respect

“I’ll do you no harm”
We will always treat each other with respect and as we would wish others to treat us. All of us want the opportunity to contribute and learn in a safe and secure environment.
Team

“Put the group before yourself”
We will put the interests of MMS group ahead of our individual interests and those of our business units and functions. We understand that our interests are best served by serving the overall interests of the group and in particular, its staff, customers and shareholders.
Ownership and urgency
“I’ll do it now”
We will take ownership over even the most difficult tasks and situations. We will not turn a blind eye. We will ensure the right outcomes are achieved and approach our work with energy and a sense of urgency but not impatience.
Communication
“No surprises”, “Circle the wagons”
We will take responsibility for ensuring open and honest communication. We believe oral communication builds relationships and creates clarity. We will “pick up the phone” rather than send each other emails. We will punctually attend meetings.
Conflict
“It’s OK to disagree”
We understand it is the amalgam of our skills as a team that will make us successful. We will engage in conflicts of ideas to ensure the best decisions are made for our business. We will not allow those conflicts to become personal.


KEY RESPONSIBILITIES

Position Description
Interleasing Fleet Operations
In Life Services
POSITION NO
POSITION TITLE
In Life Services Officer
LOCATION
Sydney – North Ryde
REPORTING RELATIONSHIPS
Reports to
Manager - Customer Service
Supervises
N/A
POSITION SUMMARY
The purpose of this role is to administer activities supporting the In life services requirements of vehicles being managed within the Interleasing/Holden leasing Fleet Management program. The role ensures that al l relevant documentation, accessories and support to customers which is required during the life-cycle of their vehicle, are processed accurately and within timeframe; all problems are resolved with customer safety, satisfaction and company risk mitigation as a priority.
The In life Services Officer will be skilled to support across all activities within the team and may be requested to take responsibility for a few. This will be determined by the Manager – Customer Service subject to business need .
This role contributes to customer satisfaction and quality in the delivery of management of vehicles to customers. It also ensures that customers are adequately briefed about the status of their vehicle.
KEY CONTACTS
Internal
Relationship Managers
Relationship Officers
Accounts Payable Administrators
External
State Registration & Fines Departments
IL & HL Customers & Fleet Managers
CTP Providers
Fuel Card and Etag Providers
CTP Administration
Process the monthly files received from Allianz as per the documented process and submit to IT for upload and payment.
Registration Administration
Completion of 100% of renewals prior to registration date
Input all registration statuses into the system
Distribution of inspection letters:
2nd inspection letter (if needed) sent 3 to 4 weeks prior to expiry
3rd inspection letter (if needed) sent 1 to 2 weeks prior to registration expiry and Relationship Manager notified.
Distribution of all end of lease letters 14 day days prior to expiry.
Distribution of labels to customers no later that 1 week prior to expiry
Ensure labels are sent with the appropriate letter to customers
Ensure payments for registrations are made to the relevant state road authorities
Understand and adhere to different customer requirements where tailored agreements are in place
Vehicle Infringement Management
Sort all incoming fines into date order and prioritise.
Enter all relevant information onto system.
Distribute fines to correct customer contacts with covering letters for payment
Follow up and manage non-paid or late-payment fines to ensure consistency of vehicle registration.
Driver Kit Administration
Monitor required email inboxes and appropriate reporting to ensure that Driver Kits are compiled correctly and sent to the dealers prior to the customer pick up of a new vehicle.
Record all information necessary into the required business systems and reports.
E-tag Administration
Monitor required email inboxes and appropriate reporting to ensure that E Tags are ordered and allocated correctly and sent to the correct driver, fleet manager or supervisor
Assist customers in the correct return and cancellation of E-tags that are no longer required or that have been lost or damaged.
Record all information necessary into the required business systems and reports
Fuel Card Administration
Monitor required email inboxes and appropriate reporting to ensure that Fuel Cards are ordered correctly and sent to the correct driver, fleet manager or supervisor.
Ensure that correct options are included and that the customers’ preferences for card embossing are adhered to.
Cancel and replace Fuel Cards as requested by customers or supplied via termination reports.
Record all information necessary into the required business systems and reports
Mini Lease Administration
Receive and register requests for all Mini Lease vehicles via email or phone.
Co-ordinate the delivery & collection of Mini Lease vehicles including external rentals with the relevant identified supplier.
Enter reservation information into the required business system.
Provide clients with the relevant information for them to take possession of the mini lease
Co ordinate vehicles to be collected or advise a return location when the vehicles are no longer required. Organise extensions where necessary
Receive and enter all invoices into the required business system for payment of the mini lease accounts.

POSITION CRITERIA

Capabilities &
Behaviours
Customer Focus - a customer focused approach to solving problems and communication.
Organisational Skills - good organisational and time management skills
Team Work - ability to work as a member of a team and willingness to assist others where necessary.
Attention to detail - a high level of accuracy in data-entry work and an eye for detail in picking up anomalies in general processing.
Results Driven – can focus and be disciplined to process high volumes of work against deadlines to ensure team efficiency. Is
Resilient – Is composed and can still think clearly and resolve issues under pressure and time of high workload or change.
Knowledge &
Experience
Essential
Proficient in Microsoft packages particularly Excel
A minimum of 2 years practical experience working in a similar role in an accounts processing department with an understanding of GST calculations.
Desired
Experience using MILES
Qualifications
High School Certificate
OCCUPATIONAL HEALTH & SAFETY (OHS)
The Company seeks to provide a safe and healthy workplace. All employees have a duty of care to ensure a safe workplace in line with OHS legislation and regulation. Employees are required to work within the Company’s policies and procedures for OHS.
TEAM AND LEADERSHIP BEHAVIOURS
Customer
“Put yourself in the customer’s shoes”
We know that our success begins and ends with the way we serve and treat customers. We will design and run our business as though we were the customer.
Honesty, integrity and courage
“Face the brutal facts”
We will always act with honesty towards one another and in our conduct of the business. We will have the integrity and the courage to do the right thing, raise issues, to listen and ‘face the brutal facts” no matter what the circumstances.
Respect

“I’ll do you no harm”
We will always treat each other with respect and as we would wish others to treat us. All of us want the opportunity to contribute and learn in a safe and secure environment.
Team

“Put the group before yourself”
We will put the interests of MMS group ahead of our individual interests and those of our business units and functions. We understand that our interests are best served by serving the overall interests of the group and in particular, its staff, customers and shareholders.
Ownership and urgency
“I’ll do it now”
We will take ownership over even the most difficult tasks and situations. We will not turn a blind eye. We will ensure the right outcomes are achieved and approach our work with energy and a sense of urgency but not impatience.
Communication
“No surprises”, “Circle the wagons”
We will take responsibility for ensuring open and honest communication. We believe oral communication builds relationships and creates clarity. We will “pick up the phone” rather than send each other emails. We will punctually attend meetings.
Conflict
“It’s OK to disagree”
We understand it is the amalgam of our skills as a team that will make us successful. We will engage in conflicts of ideas to ensure the best decisions are made for our business. We will not allow those conflicts to become personal.