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- Tasks: Manage vehicle sales admin tasks, including tracking sold vehicles and processing payments.
- Company: Join a dynamic motor dealership focused on customer satisfaction and teamwork.
- Benefits: Enjoy flexible working hours, a supportive team environment, and opportunities for growth.
- Why this job: Be part of a fast-paced industry, enhance your skills, and make a real impact.
- Qualifications: Previous admin experience in a motor dealership is preferred; strong communication and MS Office skills required.
- Other info: Ideal for detail-oriented individuals looking to kickstart their career in automotive sales.
The predicted salary is between 24000 - 36000 £ per year.
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- Review incoming emails to identify any vehicles sold the previous day (including Friday and Saturday sales on Mondays).
- Log sold vehicles on both the Sales Admin Dashboard and personal tracking spreadsheet.
- Create email folders for each sold vehicle under the relevant Sales Executive’s name.
- Check for part-exchange (P/Ex) vehicles associated with sold units and prepare corresponding P/Ex packs.
- Verify P/Ex purchase prices, conduct HPI checks, and update the Sales Admin Dashboard accordingly.
- Create and maintain P/Ex folders in the shared drive.
- Determine if a purchase invoice is required from the customer and request it via email.
- Send the Incoming P/Ex report to the relevant team member to ensure visibility and coordination.
- Identify new vehicles requiring payment; confirm with relevant stakeholders and notify the Finance Director.
- Pass invoices in green envelopes to the Finance Director every Wednesday.
- Monitor and log daily enquiries, including those received via “info@” and update the Sales Admin Dashboard.
- Compile and present daily performance figures, including cancellations, on the boardroom display.
- Download and integrate reports from Pyramid and T Cards into the Sales Admin Dashboard.
- Update vehicle categories (e.g., Transporters, Transits, Amaroks, Trafics) from the bible onto the dashboard.
- Maintain the Stock History tab with accurate and current data.
- Review T Card handovers for any changes and update records accordingly.
Banking & Payment Processing
- Review daily banking deposits, allocate transactions appropriately, and confirm relevance.
- Notify of incoming payments with stock number, funding details, account number, and registration (cc Sales Exec).
- Inform Sales Executives of received payments and associated customer details.
- Send payment acknowledgements to customers.
- Update spreadsheets and dashboards with payment amounts, remaining balances, and payment sources (customer or finance).
- If full payment is received, assess readiness for invoicing and remove from stock funding if applicable.
General Administration & Follow-Up
- Monitor inbox for actionable items and follow up as needed.
- Track and chase outstanding funds.
- Prepare delivery packs for vehicles going out the next day and send V5C documents to customers.
- Monitor invoicing and stock funding status, especially for vehicles, and notify the Finance Director of any changes.
- Update dates and details across the bible, Pyramid system, and personal spreadsheet.
- Liaise with dealers regarding new vehicle arrivals, confirm ETAs, and prepare documentation (order forms, key tags).
- Add new arrivals to the in house system and update supplier spreadsheets.
- Accept new stock arrivals and update all relevant records.
- Collect weekly task sheets from Sales Executives and report any issues to the Sales Manager.
- Maintain the Finance Director’s spreadsheet with updated dates from sales meetings.
- 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.
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Vehicle Sales Administrator employer: Glu Recruit
Contact Detail:
Glu Recruit Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Vehicle Sales Administrator
✨Tip Number 1
Familiarise yourself with the specific software and tools mentioned in the job description, such as the Sales Admin Dashboard and Pyramid system. Being able to demonstrate your proficiency in these systems during an interview can set you apart from other candidates.
✨Tip Number 2
Highlight any previous experience you have in a motor dealership or similar administrative roles. Be prepared to discuss how your past experiences have equipped you with the skills necessary for managing vehicle sales and customer interactions effectively.
✨Tip Number 3
Showcase your attention to detail by preparing examples of how you've successfully managed data or documentation in previous roles. This could include maintaining spreadsheets or tracking sales figures, which is crucial for the Vehicle Sales Administrator position.
✨Tip Number 4
Practice your communication skills, both verbal and written. Since the role involves liaising with various stakeholders and preparing reports, being articulate and clear in your communication will be essential. Consider role-playing common scenarios you might encounter in the job.
We think you need these skills to ace Vehicle Sales Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative roles, particularly within a motor dealership. Emphasise your customer service skills and any specific software proficiency, especially with MS Office.
Craft a Compelling Cover Letter: Write a cover letter that showcases your attention to detail and communication skills. Mention specific tasks from the job description, such as managing sales dashboards or handling part-exchange vehicles, to demonstrate your understanding of the role.
Highlight Relevant Experience: In your application, focus on any previous roles where you managed administrative tasks, dealt with customer inquiries, or worked with financial documentation. Use concrete examples to illustrate your capabilities.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at Glu Recruit
✨Know Your Role
Familiarise yourself with the responsibilities of a Vehicle Sales Administrator. Understand the processes involved in tracking sold vehicles, managing part-exchange packs, and handling invoicing. This will help you demonstrate your knowledge during the interview.
✨Showcase Your Attention to Detail
Since this role requires meticulous record-keeping and data management, be prepared to discuss examples from your past experience where your attention to detail made a difference. Highlight any specific tools or methods you used to stay organised.
✨Demonstrate Communication Skills
As a Vehicle Sales Administrator, you'll need to communicate effectively with various stakeholders. Prepare to share instances where your communication skills helped resolve issues or improve processes, especially in a customer service context.
✨Be Ready for Technical Questions
Since the job involves using MS Office and possibly other software systems, brush up on your technical skills. Be ready to discuss your proficiency with spreadsheets, dashboards, and any relevant software you've used in previous roles.