Processor

Purpose of the Job

The Processor is responsible for executing operational tasks with accuracy and timeliness, ensuring compliance with company standards and confidentiality requirements. This role involves compiling and verifying rental agreement documentation, maintaining registers and asset records, processing costing estimates, resolving queries, and supporting invoicing processes. The Processor also ensures accurate data capture on systems such as Jarrison and Embrace, maintains filing and housekeeping standards, oversees fines and stationery control, and upholds health and safety requirements.

Key Responsibilities:

Rental Agreement Processing

• Compile detailed Sequence Audit Reports of all rental agreements received, issued, on hand, and submitted to the Invoicing department, ensuring completion within the required timeframes.
• Maintain a comprehensive register of contracts issued to operations, ensuring sequence control and accuracy.
• Verify that closed rental agreements are received daily from Debriefing and confirm that all fields are correctly completed before processing costing estimates.
• Prepare handover sheets that include RA number, hire date, customer details, and contract information, submitting these to Invoicing only once costing estimates have been processed and verified.
• Confirm that fuel recovery and e‑toll recovery are correctly recorded, and ensure that all rental agreements for the month are verified as billed once invoicing has rolled over.
• Investigate and resolve queries relating to rental contracts, costing estimates, and debriefing documentation.

Documentation and Confidentiality

• Secure all rental agreements and customer or company documentation in the safe after office hours.
• Maintain customer quote files in line with company confidentiality standards and ensure filing systems remain audit‑ready.
• Keep all administrative records and filing up to date, ensuring compliance with company requirements.

Wages

• Submit wage information to the Wages department within required deadlines.
• Capture and maintain accurate staff information on the Jarrison system at all times.
• Monitor staff attendance daily using the Jarrison system.
• Ensure that drivers’ leave applications are completed correctly and submitted promptly.

Asset Control

• Maintain and update the non‑vehicle asset register monthly, reconciling records with the Assets department.
• Report any discrepancies or changes to the Assets department immediately.
• Label all assets with relevant asset tags and ensure proper documentation (VMA) is completed and filed for asset transfers.
• Conduct quarterly and annual asset verifications within required timelines, ensuring compliance with company standards.

Fines and Compliance

• Execute fines processing daily, maintaining a complete and accurate fines register with all relevant details.
• Record paid fines clearly, including rental agreement and invoice numbers, and update the register accordingly.
• Maintain current customer proxy details on file to support compliance requirements.

Stationery and Supplies

• Arrange for services and repairs of office equipment when due.
• Monitor stationery levels for fax and copier machines, ensuring availability at all times.
• Exercise strict control over the ordering and issuing of stationery, ensuring Branch Manager approval prior to placing orders.
• Track stock on hand, stock issued, and outstanding orders, maintaining accurate records.
• Complete Embrace requisitions for stationery, EDC cards, security, utilities, licences, fuel, and related services.
• Retain copies of all Embrace orders for ledger verification and ensure orders are receipted once delivered, filing receipts with order documentation.

Health, Safety, and Housekeeping

• Print Toolbox Talk notices, ensure registers are signed, and place notices on designated boards, submitting signed registers to the SHEQ department.
• Maintain daily housekeeping standards across the office environment.
• Uphold health and safety standards consistently, ensuring compliance with company requirements.

General Support

• Provide assistance with additional tasks or duties as reasonably requested, ensuring these remain within the scope of capability and aligned with organisational objectives.

Minimum Requirements:

• Grade 12
• 3+ years’ experience in a processing role within a truck rental environment with previous experience in rental agreements.
• Intermediate proficiency in Microsoft Office Suite, enabling the preparation of reports, registers, and documentation with accuracy.
• Advanced capability in the Jarrison system to capture staff information, monitor attendance, and process leave applications effectively.
• Competence in the Embrace system to complete requisitions, track orders, receipt deliveries, and maintain ledger verification records.

Skills Required

• Strong communication skills to liaise with internal departments and external stakeholders.
• Proven troubleshooting skills to resolve queries related to rental contracts, costing estimates, and asset discrepancies.
• Solid data entry skills to capture staff and operational information accurately.
• Analytical skills to verify costing estimates, fuel recovery, and invoicing accuracy.
• Organisational skills to maintain registers, filing systems, and asset records.
• Attention to detail to ensure compliance with company standards and audit requirements.

Personal Attributes

• Reliable
• Detail‑oriented
• Confidential
• Organised
• Proactive
• Adaptable

Knowledge

• Knowledge of rental agreement processes and costing verification.
• Knowledge of asset management, including tagging, verification, and reporting.
• Knowledge of fines processing and register maintenance.
• Knowledge of health and safety standards and Toolbox Talk procedures.
• Knowledge of operational systems such as Jarrison and Embrace.

Disclaimer

Please note that due to the high volume of applications received, only shortlisted candidates will be contacted. If you do not receive feedback from us within 4 weeks (28 days) of submitting your application, please consider your application unsuccessful on this occasion.

We appreciate the time and effort you have invested in your application and encourage you to apply for future opportunities that match your skills and experience.

We wish you every success in your job search and thank you for considering our company as a potential employer.

Kind regards,
The Recruitment Team

Work Location: In person