Officer: Authorisations

Job description

PRIMARY PURPOSE To assess work requirement and quotations, acting as control and making informed decisions in authorising work orders for scheduled maintenance, breakdown and accident repairs. To ensure cost saving initiatives are practiced and implemented by scrutinising quotations submitted by suppliers or regional teams minimising disruption to service delivery and customer contract requirements. TECHNICAL COMPETENCY REQUIREMENT • Business Stakeholder Management • Client orientation - objectivity & accuracy • Query Resolution • Teamwork and rapport building • Deadline orientated and results driven • Operational Excellence • Attention to detail • Financial acumen • Resilient – manage pressure, adaptive to a changing environment • Computer literacy skills • Communication skills – Email and call etiquette • Technical Knowledge on commercial vehicles REQUIRED MINIMUM EDUCATION AND TRAINING • Matric or equivalent technical qualification • Qualified Motor Technician REQUIRED MINIMUM WORK EXPERIENCE • 3 years experience as qualified motor technician, preferably within the Fleet industry. • Experience maintaining and working with commercial vehicles. KEY PERFORMANCE AREA (KPA) Customer Centricity • Serve as point of contact for suppliers seeking authorisation of work orders, delivering exceptional customer service and timely decisions, to ensure the smooth operation of the fleet. • Address supplier or regional operations concerns, questions, and complaints in a timely and professional manner, increasing customer satisfaction. • Participate in resolving incidents, co-ordinating actions and monitoring the end to end resolution to ensure contractual conditions are met. All incidents to be managed according to SLA timelines. Operational Excellence • Support the technical call centre in assessing and validating breakdown or accident requirements, and allocation of work to suppliers. • Stay abreast of the different OEM warranty policies and analyse if work required will be covered by warrantee or goodwill claims. • Verify quotes to ensure validity (if work is required), accuracy and fair cost meeting quality standards. • Decline or authorise such quotations within the set limits of authority. • Ensure that all decisions made are in conjunction with the deal parameters and reduce maintenance/repair costs at all times. • Actively drive cost saving initiatives across the portfolio of suppliers. • Review supplier quotations and negotiate lower labour rates and parts pricing. • Set quality expectations for timeframes, workmanship and output delivered by suppliers, ensuring the best possible outcome for the customer. • Engage with the operations team in the region to monitor quality of work being done and assess suitability of service providers. • Ensure all supplier quotations and correspondence are accurately recorded in the requisite system, adhering to the relevant electronic or manual processes and filing standards. • Keep complete and accurate records adhering to the relevant electronic or manual processes and filing standards. Governance, Risk & Compliance • Validate and process authorisations and invoices within the mandated limits, in accordance with internal policies and procedures. • Identify and report any violations or discrepancies to the appropriate supervisors or compliance officers. • Check the validity of warrantee and goodwill claims. • Review invoices for correctness (body repairs and mechanical repairs have been completed as per inspection by regional team), and process timeously. • Follow up on outstanding re-bills to ensure purchase orders are received timeously. Stakeholder Management • Follow-up and collaborate with other functions and suppliers to improve customer satisfaction. • Assist with all interdepartmental challenges to facilitate a well maintained fleet to contract requirements and customer satisfaction. • Facilitate communication between the Fleet Management function, suppliers and other stakeholders. • Build strong relationships with internal and regional departments, trying to forge & maintain quality inter-personal relationships. WORK CONDITIONS: OFFICE BOUND This position is advertised in line with our commitment to Employment Equity.