Rental Sales Agent

Job description

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 outputs

Counter Products Coordination

• Monitor allocations of vehicle reservation on the Wizard system and take note of customer requests
• Complete daily inventory of all counter products with actual units as per agreed procedures
• Coordinate inter branch transfers of counter products and follow procedure in place
• Prepare all counter products to be ready for rent and ensure GPS are updated and charged.

Reporting

• Create and submit daily reports (Counter Products, Fleet, Cash, Day End reports etc.)
• Print and action all required Wizard reports in line with company guidelines
• Investigate and report any unresolved/suspicious matters to the Branch Supervisor/Manager
• Respond to emails on a daily basis.

Administration

• Modify Rental Agreements and capture rental information on Wizard to ensure the Rental Agreement is accurate for billing purposes
• Batch all documentation according to work instruction on a daily basis
• Complete the Quality Control Envelopes (QCE) accurately and timeously
• Follow the lost property work instruction
• Guide customers in correctly completing the damage reports in line with company standards
• Monitor and request the replenishment of stationery at the counter
• Follow the rental process work instructions for the check-in and check-out processes
• Create and maintain filing and administration processes
• Investigate, resolve and provide feedback on all queries
• Complete the monthly filing of all wizard documentation within the agreed timeframe (e.g. the first week of each new month) according to the retention list
• Create movements (Vehicle Transfer Contract (VTC) or Rental Agreements) for vehicles exiting the yard
• Create and extend VTC for staff transport as authorized by management
• Maintain accurate and up to date Manual and VTC files on a daily basis.

Financial Management

• Collect and secure cash and capture on Wizard
• Adhere to cash banking processes, procedures and time frames
• Accurately capture payments received from various payment methods and check that all corresponding documents match, are available and readable
• Complete daily banking reconciliations (DBR) and attach all relevant documentation as per work instruction
• Complete the cash reconciliation form and balance cash in the relevant system according to work instruction
• Check that cash balances at the end of the day and report any cash discrepancies to the Branch Supervisor / Manager
• Verify that any petty cash used is approved and signed off by the Branch Supervisor / Manager
• Complete 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 / Manager
• Explain and bill miscellaneous and additional charges upon check out on all Rental Agreements
• Block 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 Service

• Follow the Breakdown and Accidents work instruction
• Assist 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 satisfaction
• Provide 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 Namibia
• Check 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 closure
• Prepare 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 time
• Review comments, notes, special reservation requests and attend to these before the customer arrives
• Assist with the termination of vehicles where required.

Risk, Governance and Compliance

• Adhere to health and safety rules and regulations and company guidelines
• Secure all assets according to company procedures to mitigate risks (Range: cash, keys, premises, documents, lost property, counter products)
• Comply with evacuation / fire plan
• Escalate 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.

Internal Stakeholders

IT team, Reservation team, Customer Service team, Sales team, other Branches.

External Stakeholders

Customers, Travel Agents, Tour Operators.

Academic Qualifications

Essential:

• Matric
• Valid Driver’s License.

Advantageous:

• NQF Level 5 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 Experience

Essential:

• 1 Year Experience in sales and general administration.

Advantageous:

• 2 Years’ Experience in sales and administration
• 2 Years’ Experience in tourism industry.

This job requires that the employee maintains the highest level of Honesty and Integrity as he /she will have access to company assets, cash handling and confidential record storage areas. This requires that a formal personal background check is undertaken.

If you have not heard anything from us after 2 weeks of applying, please consider your application unsuccessful. Applications closing date 28/10/2026