Automotive New & Used Vehicle Stock Controller - Stellenbosch, Western Cape

SUMMARY:
Remuneration: Market Related dependent on skill set, knowledge, and experience + Standard Benefits
 
Purpose Of The Job:
 
Our client is a premium automotive brand vehicle dealership known for delivering exceptional customer experiences, professionalism, efficiency, and attention to detail.
The dealership is seeking an experienced New and Used Vehicle Stock Controller who will be responsible for the end-to-end management, control, and reconciliation of all new and used vehicle stock within the dealership. This role ensures accurate stock records, compliance with OEM (Jaguar Land Rover) standards, and alignment between physical inventory, accounting systems, and floorplan financing.

POSITION INFO:
Key Responsibilities:
Vehicle Stock Management

• Maintain accurate records of all new and used vehicle inventory
• Capture and update vehicle details on the Dealer Management System (DMS)
• Ensure correct allocation of vehicles to sales orders

• Process vehicle invoices (new and used) accurately and timeously.
• Ensure all supporting documentation is complete:
• Manufacturer invoices
• Vehicle registration documents
• Delivery notes
• Proof of payment
• Verify VIN numbers, model specifications, and pricing accuracy

• Capture and update vehicles on systems
• Ensure compliance with OEM audit requirements and stock reporting standards
• Manage vehicle status updates (in transit, in stock, sold, delivered)

• Reconcile vehicle stock with floorplan finance providers
• Assist the Financial Manager with stock-related reconciliations and reporting
• Identify and resolve discrepancies between DMS, OEM systems, and accounting records

• Coordinate vehicle receiving process:
• Physical inspection for damages
• Verification against delivery documentation
• Record vehicle movements (inter-branch transfers, demo units, etc.)
• Ensure vehicles are correctly stocked in the system upon arrival

• Conduct regular physical stock counts and reconcile variances
• Prepare monthly stock reports for management and OEM
• Support internal and external audits (including OEM compliance audits)

• Capture trade-ins and used vehicle purchases accurately
• Ensure costing, reconditioning, and pricing are correctly recorded
• Maintain complete documentation for each used vehicle file

• Ensure adherence to dealership policies, POPIA, and audit controls
• Maintain filing systems (digital and physical) for all vehicle records
• Support continuous improvement of stock control processes

• Sales Filing – (Digital & Physical)
• NPS & Response Rate Online Sheet Management
• Insurance – Vehicles over R2’000’000.00 Process
• Spare Key + Ancillary (Manuals & Etcetera) Control
• Sales Daily Activity Online Sheet Management (MOD’s)
• Demo, Courtesy Mileage Update Management

• Stock accuracy rate (system vs physical)
• Invoice processing turnaround time
• Audit compliance score (OEM & internal audits)
• Floorplan reconciliation accuracy
• Stock aging and turnover ratios

• Grade 12 (Matric) – essential
• Diploma or Certificate in Accounting, Business Administration, or similar (advantageous)

• Minimum 2–5 years’ experience in a vehicle dealership stock control role
• Experience within a premium/luxury brand environment (preferred)
• Motor Industry experience Essential!

• Proficient in Dealer Management Systems (e.g., Kerridge, Autoline, Evolve, etc.)
• Strong MS Excel skills (reconciliations, reporting)
• Understanding of accounting principles related to stock and invoicing

• High attention to detail and accuracy
• Strong reconciliation and analytical skills
• Ability to work under pressure and meet deadlines
• Excellent organizational and administrative skills
• Strong communication and teamwork ability
• High level of integrity and accountability

• Office-based within dealership environment
• Interaction with Sales, Finance, Service, and OEM representatives
• May require extended hours during month-end or audit periods