Stock Controller (Motor Industry)

SUMMARY:
A Well-established dealership has an opportunity for a Stock Controller with at least 1 – 3 years experience in a vehicle stock controller role to join their team in Stellenbosch.

POSITION INFO:
The main purpose of this role is to 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 company standards, and alignment between physical inventory, accounting systems, and floorplan financing
 
Requirements:

• 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
• 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 organisational and administrative skills
• Strong communication and teamwork ability
• High level of integrity and accountability

• 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.
• Vehicle Invoicing and Documentation
  • 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
• OEM System Compliance
  • Capture and update vehicles on Company’s systems (e.g., TOPIx / DDW or equivalent platforms).
  • Ensure compliance with the company’s audit requirements and stock reporting standards.
  • Manage vehicle status updates (in transit, in stock, sold, delivered).
• Floorplan and Financial Control
  • 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.
• Vehicle Receiving and Dispatch
  • 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.
• Stock Audits and Reporting
  • Conduct regular physical stock counts and reconcile variances.
  • Prepare monthly stock reports for management and OEM.
  • Support internal and external audits (including the Company’s compliance audits).
• Used Vehicle Administration
  • Capture trade-ins and used vehicle purchases accurately.
  • Ensure costing, reconditioning, and pricing are correctly recorded.
  • Maintain complete documentation for each used vehicle file.
• Process and Compliance
  • 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.