Vehicle Sales Administrator

SUMMARY:
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POSITION INFO:

Department: Sales Administration / Operations

Reports to: Dealer Principal / Sales Manager / Financial Manager

Employment Type: Full-Time

Role Summary

We are looking for a highly organized, detail-oriented Vehicle Sales Administrator to manage the administrative workflow of our [New/Used] vehicle department. In this role, you will serve as the bridge between the Sales Team, the Finance & Insurance (F&I) department, and the Workshop.

Your primary objective is to ensure the "deal file" is accurate and complete so that the dealership receives payment from the bank efficiently. You will handle everything from bringing a vehicle into stock (GRV) to licensing it on eNaTIS and processing the final invoice for delivery.Shutterstock

Key Responsibilities

1. Deal Invoicing & Processing

• Invoicing: Generate accurate Tax Invoices and Credit Notes for vehicle sales.

• Deal Loading: Load signed Offers to Purchase (OTP) into the Dealer Management System (DMS).

• Costing: accurate loading of "extras" (tow bars, smash & grab, smash repairs) to the deal file to ensure the Gross Profit (GP) report is accurate.

• Validations: Verify that all compliance documents (FICA, Proof of Payment, Insurance Confirmation) are in the file before releasing the invoice to the bank.

2. Licensing & Registration (eNaTIS)

• Registrations: Handle all eNaTIS transactions, including:

  • RLV: Registering and Licensing new vehicles.

  • NCO: Processing Notification of Change of Ownership for trade-ins.

  • BRNC: Ensuring the dealership’s Business Register Number Control is up to date.

• Number Plates: Ordering number plates and license discs in time for delivery.

• Trade-Ins: Ensuring trade-in vehicles are "stock listed" correctly and that settlement letters from banks are valid.

3. Stock Control & Management

• GRV (Goods Received Voucher): Bring new vehicles into stock on the system immediately upon arrival from the manufacturer or other dealers.

• Stock Aging: Assist the Sales Manager in monitoring stock age (days in stock) to avoid floorplan interest penalties.

• Flooring: Request "release notes" from the floorplan finance house (e.g., WesBank/Standard Bank) once a vehicle is sold.

4. Compliance & OEM Reporting

• Incentive Claims: Submit claims to the Manufacturer (OEM) for rebates, warranty registrations, and maintenance plans.

• POPIA & FICA: Ensure client files meet strict Protection of Personal Information Act and Financial Intelligence Centre Act standards (e.g., clear copies of ID, verified proof of residence).

• Fines Management: Redirect traffic fines for demo vehicles to the responsible driver (AARTO redirection).

Requirements & Qualifications

• Experience:

  • Minimum 3 years of experience in a Dealership Sales Administration role.

  • Experience dealing with Licensing Departments (Traffic Department) is essential.

• System Knowledge:

  • Proficiency in a recognized DMS is non-negotiable: Automate (Evolve), CDK (Kerridge), or Seriti.

  • Working knowledge of eNaTIS.

• Skills:

  • Financial Discipline: Understanding of Debits, Credits, and VAT implications on an invoice.

  • Pressure Management: Ability to handle "Month End" chaos when 20+ deals need to be invoiced in one day.

  • Communication: You must be firm enough to tell a Sales Executive, "No, I cannot invoice this car until you bring me the correct ID copy."