Vehicle Rebate & Reporting Administrator

SUMMARY:

VEHICLE REBATE & REPORTING ADMINISTRATOR

JOB PURPOSE

KEY RESPONSIBILITIES

• Process and validate vehicle rebate claims and manufacturer incentives.
• Verify claims against approved agreements, pricing structures and vehicle sales documentation.
• Audit and cross-reference VINs, sales files and supporting documentation.
• Liaise with OEMs, finance houses and dealerships regarding outstanding documentation and discrepancies.
• Track outstanding and ageing rebate claims and follow up on unpaid claims.
• Investigate and resolve rebate discrepancies and variances.
• Complete daily vehicle reporting and maintain accurate vehicle records.
• Update vehicle information and dates on the DMS.
• Ensure accurate updates when vehicles move from New Vehicle stock to Demo stock.
• Perform monthly reconciliations of rebate GL accounts against manufacturer payments.
• Identify discrepancies between claims, payments and accounting records.
• Monitor rebate earnings and outstanding amounts.
• Prepare monthly rebate and operational reports for management.
• Track written-off claims and report accurately on rebate performance.

POSITION INFO:

MINIMUM REQUIREMENTS

• Grade 12 / Matric.
• 2–3 years' experience in automotive dealership administration.
• Experience with vehicle rebates, manufacturer incentives, vehicle reporting or dealership finance administration will be advantageous.
• Good MS Excel skills.
• Experience using dealership management systems such as Automate, Kerridge or Keyloop.
• Good understanding of automotive dealership terminology, including VINs, dealer codes, vehicle stock, stock sheets, new/demo vehicles, sales and handovers.

KEY COMPETENCIES

• Excellent attention to detail and accuracy.
• Strong numerical and analytical ability.
• Strong administrative and organisational skills.
• Good written and verbal communication.
• Ability to identify and resolve discrepancies.
• Strong follow-up and time-management skills.
• Ability to work independently and under pressure.
• Ability to meet strict month-end deadlines.
• Professional and confidential approach.