Customer Relations Executive + Billing Staff

Job Title: Customer Relations Executive & Billing Staff

Department: Service

Reports To: CRM and Service Manager

Location:Puzhakkal,Thrissur

Role Summary

The Customer Relations Executive & Billing Staff is responsible for delivering an exceptional customer experience and ensuring the accurate, compliant processing of all vehicle service transactions. This dual role requires a professional demeanor for customer interaction and strong organizational skills for handling documentation, invoicing, and payment processing.

Key Responsibilities1. Customer Relations and Service

• Customer Welcome: Serve as the first point of contact, greeting all customers warmly, managing showroom visitors, and directing them to the appropriate sales or service consultants.
• Inquiry Management: Handle and resolve general customer inquiries via phone, email, and in-person regarding product specifications, pricing, promotions, and delivery timelines.
• Feedback & Grievance: Proactively collect customer feedback and efficiently manage minor complaints or issues, ensuring prompt resolution or proper escalation to management.
• Follow-up: Maintain a systematic follow-up process with customers regarding their booking status, pending documentation, and post-delivery satisfaction checks.

2. Billing, Documentation, and Financial Processing

• Invoicing: Generate accurate Proforma Invoices and final sales invoices for vehicles, accessories, and value-added services using the dealership management system (DMS) or billing software.
• Payment Handling: Process various payment methods (cash, credit/debit cards, online transfers) and meticulously reconcile daily transactions.
• Document Verification: Prepare, check, and verify all required sales documentation, including customer KYC, insurance papers, RTO forms, and financing agreements.
• Compliance: Ensure all billing and financial processes strictly adhere to company policies, tax regulations (e.g., GST), and local RTO guidelines.
• Coordination: Liaise effectively with finance partners, insurance agents, and RTO staff to ensure timely and smooth disbursement and registration processes.
• Reporting: Assist the accounts team by preparing daily sales reports, receipt summaries, and documentation logs.

3. Administration and Operations

• Maintain organized and up-to-date physical and digital files for all sales records.
• Coordinate with the inventory team to confirm vehicle allocation and availability prior to final billing and delivery.
• Manage office supplies related to billing and documentation needs.

Required Skills & Qualifications

• Education: A Bachelor's degree is preferred, with a focus on Commerce or Administration being advantageous.
• Experience: Minimum 1-2 years of relevant experience in a customer-facing role, billing, accounts, or administrative support, preferably within the automotive/retail sector.
• Communication: Excellent verbal and written communication skills in the required regional languages and English.
• Technical Proficiency: Must be proficient in MS Office (Word, Excel) and comfortable working with computerized billing software or a Dealer Management System (DMS).
• Attributes: High attention to detail, strong organizational ability, and a professional, patient, and approachable attitude.
• Freshers are also eligible.

Job Type: Full-time

Pay: ₹12,000.00 - ₹15,000.00 per month

Benefits:

• Health insurance
• Internet reimbursement
• Provident Fund

Work Location: In person