Orders & Deliveries Specialist

Orders and Deliveries Specialist is a pivotal role in managing vehicle orders and deliveries, handling client and driver requests, and ensuring smooth communication between various stakeholders and ensure high levels of client satisfaction.

Responsibilities:

• Handling Client and Driver requests: 

  • Prioritize prompt responses to incoming calls and emails to maintain good communication with clients, drivers, and other stakeholders.

  • Address client and driver requests in a timely manner, resolving any issues or concerns they may have efficiently.

  • Cultivate a professional and friendly relationship with key contacts to ensure client satisfaction.

• Managing Orders of New Cars:

  • Receive and register orders from the Operational department, ensuring accuracy and correctness.

  • Ensure all reports are generated accurately and delivered to relevant departments within agreed timeframes.

  • Verify price agreements and discounts provided by dealers to ensure alignment with calculations.

• Ensuring Efficiency in Delivery process and enhance Driver Experience:

  • Coordinate with all stakeholders involved in the delivery process, including suppliers, clients, and drivers, to ensure smooth and timely vehicle deliveries.

  • Track vehicle delivery requests until they are successfully completed, ensuring all necessary documentation is prepared and sent to drivers within agreed timeframes.

  • Provide assistance to drivers throughout the delivery process, ensuring their experience is smooth and satisfactory.

  • Maintain accurate records in Ayvens' systems regarding delivery schedules, vehicle transportation, and aftermarket placements.

  • Coordinate with dealers to schedule delivery dates and update records accordingly in the core system.

  • Coordinate the issuance of registration numbers and car insurance for new vehicles, ensuring compliance with relevant regulations and procedures.

• Contribute to the Invoicing process:

  • Firmly support the accurate invoicing process for clients and suppliers as well, by booking invoices and ensuring all necessary documentation is prepared for vehicle delivery.

• Handling Complaints and Escalating Issues:

  • Address drivers' and clients' complaints promptly, communicating with dealers or other relevant parties to resolve issues.

  • Identify and escalate any situations requiring further attention to ensure timely resolution.

Qualifications and skills:

• A Bachelor’s degree in business administration, logistics, supply chain management or a related field is often preferred.

• Excellent verbal and written communication skills are essential for interacting with clients, drivers, suppliers, and other stakeholders.

• Ability to address client and driver inquiries, concerns, and complaints with empathy and professionalism.

• Ability to communicate clearly, concisely, and professionally in a variety of situations.

• Exceptional organizational and time management skills to manage multiple tasks, prioritize workload, and meet deadlines effectively.

• Attention to detail to ensure accuracy in documentation and record-keeping.

• Ability to think critically with strong problem-solving skills to address order and delivery related issues, resolve conflicts, and make decisions under pressure.

• Ability to work collaboratively with internal teams, external vendors, and clients to achieve common goals.

• Proficiency in using computer software and relevant tools, including email clients, CRM systems, and Microsoft Office suite (Word, Excel, PowerPoint).

• Adaptability to a dynamic work environment with shifting priorities and evolving requirements.

• Good command of English – verbal and written