Sales Administrator

The Sales Administrator will be a key contributor to our sales department, overseeing administrative tasks essential for efficient operations. In addition to typical administrative duties, they will play a pivotal role in managing the ordering and tracking of vehicle sales for the dealers.

Reports to: Sales Manager & Regional Sales Manager

Job Summary: As a Sales Administrator you will be a key contributor to our sales department, overseeing administrative tasks essential for efficient operations. In addition to typical administrative duties, you will play a pivotal role in managing the ordering and tracking of vehicle sales for the dealers. Your attention to detail and organizational skills are critical, along with your proficiency in CRM software, MS Office (particularly MS Excel), and your understanding of sales performance metrics.

Primary Responsibilities 

• Receive and process vehicle sales orders.
• Place orders with Regional Logistics & Operations Lead for vehicles for the dealers, ensuring accuracy and completeness.
• Track order status and manage timelines to ensure on-time delivery.
• Maintain up-to-date records of orders and vehicle inventory.
• Communicate with dealers on the status of their orders and any changes to specification or production timing.
• Assist dealers with queries regarding specification and pricing of vehicles.
• General communication with dealers regarding vehicles and order.
• Review and vet all documents required for vehicle registration, ensuring full compliance with legal and regulatory requirements.
• Complete and submit registration documents to relevant authorities.
• Coordinate the clearance of vehicles from the bond or port for stock and sales purposes.
• Develop and maintain weekly checklists to track and manage tasks and requirements efficiently.
• Monitor progress on pending tasks, prioritize them, and communicate with relevant team members.
• Help prepare weekly reports required to manage the sales department.
• Prepare all necessary letters and documentation for license office transactions, including clearing and port-related matters.
• Facilitate the timely renewal of licenses and other permits as required for company vehicles.
• Scan and verify documents in collaboration with Sales Experience Representatives to ensure accuracy, including certified copies.
• Establish and maintain an organized digital filing system for easy retrieval.
• Ensure that all required documents, including invoices, quotations, down-payment records, and receipts, are received, and properly filed before submitting files to the Accounts department.
• Maintain rigorous compliance with internal and external regulations.
• Prepare accurate delivery documents, to accompany vehicle deliveries to dealers and customers.

Skills and Experience 

• A bachelor's degree in business administration or a related field preferred.
• Proven experience in administrative roles, particularly in the automotive industry.
• Exceptional attention to detail, strong organizational skills, and the ability to manage multiple tasks concurrently.
• Proficiency in CRM software and MS Office, especially MS Excel.
• Understanding of sales performance metrics and the ability to analyse and interpret data.
• Excellent communication and interpersonal skills.
• Familiarity with vehicle sales processes and regulatory requirements is advantageous.