SUMMARY:

New Vacancy: Sales Administrator

About the Position

POSITION INFO:

Key Responsibilities

• Manage and maintain vehicle deal files for the Sales Department.
• Ensure that all relevant documentation is completed and filed to meet the required FAIS documentation standards.
• Ensure all required banking documentation is obtained and maintained on file in accordance with minimum FICA requirements.
• Ensure all warranty registrations are completed and submitted timeously for vehicles sold, in line with the applicable warranty policies and procedures.
• Accurately complete and submit all invoice instructions to the Sales Manager for approval and sign-off.
• Ensure that all invoices are processed and completed in line with monthly targets. Flexibility to work overtime, particularly at month-end, is required.
• Prepare and complete all necessary delivery documentation for the Sales Consultant once the vehicle is ready for delivery.
• Open and close sublet supplier orders as required.
• Liaise with sublet suppliers regarding lead times, vehicle collections and deliveries.
• Provide the Workshop with the necessary PDI and fitment orders.
• Liaise with the Workshop and sublet suppliers to ensure that all vehicle-related orders are received, completed and closed timeously prior to invoicing.
• Assist Sales Consultants with customer communication and keep customers informed and updated on the progress of their vehicle purchase.
• Assist customers with queries and documentation relating to previously purchased vehicles.
• Liaise with the Licensing Administrator regarding tare changes, permits, vehicle registrations and licensing requirements.

Key Performance Indicators

• Support the Manager in a professional and constructive manner while maintaining positive working relationships across all departments.
• Manage daily responsibilities efficiently and effectively.
• Maintain the highest standards of workplace ethics and professionalism at all times.
• Build and maintain effective internal and external working relationships through clear and professional communication.
• Participate in all relevant company training and development programmes.
• Maintain and continuously improve personal skills and knowledge while supporting colleagues in their development where appropriate.
• Ensure full compliance with all applicable health and safety rules, policies and procedures.
• Maintain a high standard of housekeeping, document control and filing.
• Adhere to the company dress code and all applicable PPE requirements.
• Manage personal overtime in consultation with the Manager and in accordance with applicable labour legislation.
• Demonstrate effective planning and time-management skills.

Minimum Requirements

• Matric / Grade 12 or higher.
• Minimum of 3 years’ experience in a similar administrative or automotive role.
• Proficient in the use of SAP.
• Strong Microsoft Office skills.
• Valid Code 8 driver's licence.
• Good written and verbal communication skills in English.

Personal Attributes

• Confident, proactive and able to anticipate potential issues and requirements.
• Strong team player with the ability to work collaboratively with colleagues.
• Excellent attention to detail and strong document management skills.
• Highly organised with the ability to prioritise and manage multiple tasks.
• Ability to work independently as well as within a team.
• Able to perform effectively in a fast-paced and deadline-driven environment.
• Reliable, professional and committed to delivering accurate work.
• Strong customer service and interpersonal skills.
• Good time-management and problem-solving abilities.
• Ability to communicate clearly and professionally with customers, suppliers and internal stakeholders.