Keyloop DMS Manager

Job Purpose

The Keyloop Manager is responsible for the overall management, administration, support, and continuous improvement of the Keyloop Dealer Management System (DMS) across the organization. The role will work closely with business stakeholders, Keyloop, and internal IT teams to ensure the system supports business operations effectively, remains stable and secure, and continues to meet evolving business requirements.

1. Keyloop System Management

• Manage the overall Keyloop DMS environment, including configuration, administration, and system availability.
• Ensure Keyloop is properly supporting Sales, Aftersales, Parts, Workshop, Finance, and other relevant business processes.
• Manage system parameters, user access, roles, permissions, and configurations.
• Monitor system performance and identify potential issues before they impact business operations.
• Coordinate with Keyloop support teams for incidents, technical issues, and system-related requests.

2. Business Process & System Optimization

• Work closely with business departments to understand operational requirements and translate them into Keyloop system solutions.
• Review existing processes and recommend improvements through system configuration, automation, or process redesign.
• Ensure that Keyloop processes are aligned with approved business procedures and internal controls.
• Support the implementation of new processes, modules, and system enhancements.
• Identify opportunities to reduce manual work and improve operational efficiency through Keyloop.

3. System Enhancements & Projects

• Manage Keyloop enhancement requests and coordinate implementation with Keyloop and internal stakeholders.
• Participate in Keyloop upgrades, patches, integrations, and new module implementations.
• Coordinate testing, UAT, deployment, and post-implementation support.
• Maintain proper documentation for system changes, configurations, and integrations.
• Ensure changes are properly tested and approved before being moved into production.

4. Integration & Technical Coordination

• Coordinate Keyloop integrations with other business systems, including Finance/ERP, BI, payment platforms, insurance systems, and other third-party applications.
• Work with internal IT teams and external vendors to troubleshoot integration issues.
• Monitor data flow between Keyloop and integrated systems.
• Support data accuracy and consistency across integrated platforms.

5. User Support & Training

• Provide Level 2/Level 3 support for Keyloop-related incidents and business issues.
• Coordinate with the IT Service Desk to ensure Keyloop incidents are properly logged, prioritized, and resolved.
• Support users in understanding Keyloop functionality and best practices.
• Develop or coordinate user training, manuals, and system documentation.
• Identify recurring user issues and recommend corrective actions.

6. Data & Reporting

• Ensure the accuracy and integrity of data maintained within Keyloop.
• Support management reporting and BI requirements related to Keyloop data.
• Coordinate with BI teams to resolve data and reporting discrepancies.
• Assist in developing reports, dashboards, and operational KPIs where required.
• Monitor data quality and investigate inconsistencies between Keyloop and other systems.

7. Vendor & Stakeholder Management

• Act as the primary point of contact between the organization and Keyloop.
• Manage vendor support tickets, escalations, SLAs, and outstanding issues.
• Review vendor proposals, quotations, enhancements, and licensing requirements.
• Coordinate with Finance, Sales, Aftersales, Parts, HR, and other departments on Keyloop-related requirements.
• Ensure vendor activities and deliverables are aligned with agreed requirements and timelines.

8. Security & Compliance

• Ensure appropriate access controls and segregation of duties within Keyloop.
• Conduct periodic reviews of user access and system permissions.
• Ensure system changes follow IT change-management procedures.
• Support internal and external audits related to Keyloop.
• Ensure Keyloop processes comply with company policies, security requirements, and applicable regulatory requirements.

9. Documentation & Governance

• Maintain Keyloop system documentation, configuration records, process flows, and integration documentation.
• Maintain a register of system enhancements, issues, risks, and outstanding vendor actions.
• Establish and maintain appropriate Keyloop governance and support procedures.
• Prepare regular management reports on system performance, issues, projects, and improvements.

Skills

Qualifications

• Bachelor's degree in Information Technology, Computer Science, Business Information Systems, or a related field.
• Relevant certifications in IT, project management, or automotive systems would be an advantage.

Experience

• 6+ years of experience in IT application support, DMS management, or automotive systems.
• Hands-on experience with Keyloop DMS is required.
• Experience working with automotive dealerships and dealership business processes is highly desirable.
• Experience with system integrations, APIs, databases, reporting, and BI tools.
• Experience managing third-party software vendors and support teams.
• Experience with system implementations, upgrades, UAT, and change management.

Technical Skills

• Strong knowledge of Keyloop DMS functionality and configuration.
• Understanding of automotive dealership processes, including:
• Vehicle Sales
• Aftersales
• Workshop
• Parts
• Warranty
• Insurance
• Customer management
• Vehicle invoicing
• Accounting/Finance integration
• Knowledge of databases and SQL.
• Understanding of APIs and system integrations.
• Knowledge of reporting and BI platforms.
• Strong understanding of Microsoft 365 and enterprise IT environments.
• Knowledge of ITIL and IT service management principles.
• Good understanding of information security and access management.

Soft Skills

• Strong analytical and problem-solving skills.
• Excellent communication and stakeholder-management skills.
• Strong vendor-management and negotiation skills.
• Ability to work with both technical and non-technical stakeholders.
• Strong project and time-management skills.
• Ability to manage multiple priorities and work under pressure.
• Strong attention to detail.
• Proactive approach to identifying and resolving system issues.
• Strong business understanding and ability to translate business requirements into technical solutions.