Sales Vehicle Administrator

NLB Solutions are working with a business in the motor trade that are looking for an experienced Sales Vehicle Administrator to join the team and help to maintain the smooth running of the team. The role is to support a busy, fast paced team and work in a environment that will offer opportunities to grow and develop.

The role will provide accurate and efficient administrative support to the Sales Department across all vehicle brands, ensuring the smooth management of new and used vehicle stock, vehicle invoicing, funding, government grant applications and associated sales administration.

The role requires a highly organised individual with excellent attention to detail, strong communication skills and the ability to manage multiple priorities in a busy motor dealership environment.

Duties

New & Used Vehicle Stock Management

• Manage and maintain accurate records for new and used vehicle stock across 11 brands. Monitor vehicle movements, status changes and stock records.

• Ensure vehicle information is accurate and up to date across relevant dealership systems. Liaise with Sales and Accounts teams to ensure vehicles are correctly processed from acquisition through to sale. Identify and resolve stock administration discrepancies promptly.

Vehicle Invoicing & Product Administration

• Prepare and process vehicle invoices accurately and within required timescales. Set up and administer additional products and services associated with vehicle sales, including warranties and insurance products.

• Ensure all vehicle sale documentation and invoicing information is complete and accurate. Liaise with Sales and Accounts to resolve invoicing queries.

EV Government Grant Applications

• Complete and submit government grant applications relating to eligible electric vehicles. Ensure applications are accurate, fully supported by the required documentation and submitted within relevant deadlines.

• Monitor applications and follow up on outstanding information or payments. Maintain accurate records of grants applied for and received.

Vehicle Settlements & Direct Purchases

• Raise vehicle settlement requests and prepare the necessary paperwork for Accounts to process. Process documentation relating to direct vehicle purchases.

• Liaise with Accounts, Sales teams, finance providers and suppliers where required. Ensure all required documentation is completed accurately and promptly.

Funding Management

• Manage vehicle funding administration and ensure vehicles are correctly allocated to the appropriate funding arrangements. Monitor funding positions and ensure required documentation is completed.

• Liaise with finance companies and internal departments to resolve funding queries. Ensure funding information is accurate and up to date.

Fully Paid Vehicle Management

• Manage the administration of fully paid vehicles. Monitor outstanding balances and ensure vehicles are correctly recorded as fully paid.

• Liaise with Accounts and Sales to ensure payment and vehicle documentation is reconciled correctly. Ensure vehicles are progressed through the relevant sales and administration processes without unnecessary delay.

General Responsibilities

• Provide high-quality administrative support to the Sales and Accounts departments.

• Maintain accurate records and ensure all documentation complies with company procedures. Work closely with Sales Executives, Sales Managers, Accounts and other dealership departments.

• Handle confidential financial and customer information appropriately. Meet deadlines and manage competing priorities effectively.

• Identify opportunities to improve administrative processes and efficiency. Maintain a high level of accuracy and attention to detail at all times.

• Carry out any other reasonable duties required to support the dealership's sales operation.

Experience

Essential

• Previous administration experience within a motor dealership

• Strong attention to detail and accuracy.

• Confident using Microsoft Office and dealership management systems.

• Ability to work independently and as part of a team.

• Strong communication skills.

• Ability to manage multiple tasks and deadlines in a fast-paced environment