Logbook Administration Agent

• 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. 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.

• 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.