The role:
Daily Sales & Enquiry Management
1. Review incoming emails to identify any vehicles sold the previous day (including Friday and Saturday sales on Mondays).
2. Log sold vehicles on both the Sales Admin Dashboard and personal tracking spreadsheet.
3. Create email folders for each sold vehicle under the relevant Sales Executive’s name.
4. Check for part-exchange (P/Ex) vehicles associated with sold units and prepare corresponding P/Ex packs.
5. Verify P/Ex purchase prices, conduct HPI checks, and update the Sales Admin Dashboard accordingly.
6. Create and maintain P/Ex folders in the shared drive.
7. Determine if a purchase invoice is required from the customer and request it via email.
8. Send the Incoming P/Ex report to the relevant team member to ensure visibility and coordination.
Stock & Financial Coordination
9. Identify new vehicles requiring payment; confirm with relevant stakeholders and notify the Finance Director.
10. Pass invoices in green envelopes to the Finance Director every Wednesday.
11. Monitor and log daily enquiries, including those received via “info@” and update the Sales Admin Dashboard.
12. Compile and present daily performance figures, including cancellations, on the boardroom display.
13. Download and integrate reports from Pyramid and T Cards into the Sales Admin Dashboard.
14. Update vehicle categories (e.g., Transporters, Transits, Amaroks, Trafics) from the bible onto the dashboard.
15. Maintain the Stock History tab with accurate and current data.
16. Review T Card handovers for any changes and update records accordingly.
Banking & Payment Processing
17. Review daily banking deposits, allocate transactions appropriately, and confirm relevance.
18. Notify of incoming payments with stock number, funding details, account number, and registration (cc Sales Exec).
19. Inform Sales Executives of received payments and associated customer details.
20. Send payment acknowledgements to customers.
21. Update spreadsheets and dashboards with payment amounts, remaining balances, and payment sources (customer or finance).
22. If full payment is received, assess readiness for invoicing and remove from stock funding if applicable.
General Administration & Follow-Up
23. Monitor inbox for actionable items and follow up as needed.
24. Track and chase outstanding funds.
25. Prepare delivery packs for vehicles going out the next day and send V5C documents to customers.
26. Monitor invoicing and stock funding status, especially for vehicles, and notify the Finance Director of any changes.
27. Update dates and details across the bible, Pyramid system, and personal spreadsheet.
28. Liaise with dealers regarding new vehicle arrivals, confirm ETAs, and prepare documentation (order forms, key tags).
29. Add new arrivals to the in house system and update supplier spreadsheets.
30. Accept new stock arrivals and update all relevant records.
31. Collect weekly task sheets from Sales Executives and report any issues to the Sales Manager.
32. Maintain the Finance Director’s spreadsheet with updated dates from sales meetings.
33. Coordinate with finance companies and brokers to ensure timely payouts, including sending proof of purchase or statements when required (with assistance from Accounts if necessary).
The successful candidate:
Will ideally have experienced of working in a motor dealership in an administrative capacity. You will have excellent customer service skills, and an eye for detail. You will be articulate, and a great communicator both verbal and written. You will be PC literate, and skilled in the use of MS Office.