Job Title: Sales & Accounts Administrator (Automotive)
Role Overview
The Sales & Accounts Administrator plays a key role in supporting both the Sales and Accounts functions within the dealership. This position ensures the accurate processing of vehicle sales documentation, financial transactions, and compliance requirements while maintaining efficient administrative systems and delivering excellent internal and external support.
Key Responsibilities
Sales Administration & Vehicle Processing
1. Prepare and process all vehicle sales documentation, including invoices, order forms, warranties, finance paperwork, and handover packs.
2. Maintain accurate vehicle records, including stock lists, registrations, delivery dates, and logbooks.
3. Ensure all customer identification and compliance documents are correctly collected and filed.
4. Process new and used vehicle registrations using DVLA systems (including AFRL).
5. Coordinate with Sales and Workshop teams to schedule vehicle handovers.
6. Ensure vehicles are correctly taxed and insured prior to delivery.
Accounts & Finance Support
7. Process purchase invoices, ensuring accurate coding, authorisation, and matching to purchase orders.
8. Maintain sales ledger activities, including customer account reconciliation and issuing statements.
9. Support credit control by monitoring outstanding balances and following up where required.
10. Assist with logging deposits, balance payments, and finance settlements.
11. Reconcile vehicle deals in collaboration with Sales Administration.
Banking & Reconciliation
12. Support daily banking processes, including posting receipts and payments.
13. Reconcile bank accounts, card payments, and petty cash.
14. Prepare cash sheets and ensure compliance with cash-handling procedures.
Reporting & Month-End
15. Produce daily, weekly, and monthly reports relating to sales and financial performance.
16. Assist with month-end tasks including accruals, journals, and reconciliations.
17. Support the preparation of management accounts with accurate and timely data.
Customer, Supplier & Internal Support
18. Provide administrative support to Sales Executives and Accounts teams.
19. Liaise with external suppliers, finance providers, and logistics partners.
20. Assist with warranty, workshop, and parts invoice processing.
General Administration & Compliance
21. Maintain up-to-date and accurate data within CRM and Dealer Management Systems.
22. Ensure all processes comply with dealership policies, FCA regulations, and manufacturer standards.
23. Manage filing systems (digital and paper) in line with audit and compliance requirements.
24. Handle confidential customer and financial information securely.
25. Support audit activities by preparing and supplying required documentation.
Skills & Experience
Essential
26. Previous experience in administration and/or accounts/finance role.
27. Strong attention to detail with high levels of accuracy.
28. Good IT skills, including Microsoft Office, Excel, and CRM/DMS systems.
29. Ability to manage multiple tasks, prioritise workload, and meet deadlines.
30. Strong communication, organisational, and problem-solving skills.
Desirable
31. Experience within the motor trade or dealership environment.
32. Knowledge of DVLA registration processes (including AFRL).
33. Familiarity with Dealer Management Systems (e.g., Pinnacle, Kerridge, or similar).
34. Understanding of vehicle sales processes, finance documentation, and FCA compliance.
35. Experience with vehicle taxation procedures and compliance requirements.
Personal Attributes
36. Professional, reliable, and trustworthy.
37. Highly organised and methodical with excellent attention to detail.
38. Proactive and able to work independently as well as part of a team.
39. Positive attitude with a willingness to learn and adapt.
40. Customer-focused approach with strong interpersonal skills.