Sales Administrative Assistant, ANSA Motors Limited

The role involves providing comprehensive analytical and administrative support to ensure the smooth operation of the Used Vehicles Sales Division.

Job Summary:

The role involves providing comprehensive analytical and administrative support to ensure the smooth operation of the Used Vehicles Sales Division.

Job Description:

• Purchasing: Request quotations, create purchase orders, submit invoices for payment, and reconcile vendor accounts as needed.
• Vehicle Insurance: Obtain cover notes from the insurance company, issue cover notes as requested by Management or team members (with Management approval), and submit used cover notes to the insurance company both electronically and physically.
• Pricing and Sales Pipelines: Update price lists and sales pipelines as requested by Management or team members, subject to Management approval.
• Website Management: Regularly update the website by adding new stock, coordinating vehicle photographs, gathering vehicle information, and liaising with website developers to ensure accurate information is uploaded. Remove units that are no longer in the showroom.
• Petty Cash Management: Oversee the division’s petty cash, submit expense reports for reimbursement as needed to maintain adequate funds.
• Invoice Conversion: Convert sales deals into invoices as requested by sales representatives and approved by Management.
• Administrative Duties: Answer phones, distribute incoming mail, take messages, and record meeting minutes as needed.
• File and Record Management: Ensure department files and records are consistently updated and organized.
• Document Verification: Review vehicle sales documents for accuracy and completeness, and ensure compliance with FIU regulations before booking or registration.
• Event and Meeting Planning: Assist in planning agendas, special events, meetings, and functions.
• Additional Duties: Perform other related duties as assigned by Management.

Education and Experience:

• Minimum of five (5) CXC passes with professional certification in administrative or office procedures.
• An undergraduate degree is a plus.
• Experience in accounting is advantageous.
• Advanced proficiency in Microsoft Excel and Word is required; knowledge of Microsoft Access is a plus.
• At least five (5) years of experience in a senior manager’s office is required.