Vehicle Administrator and Receptionist
Kempton park
R12000 – R15000 per month

Grade 12
Computer literate
At least 2 year working experience in automotive industry
Excel(intermediate)

To support the Sales Manager, Sales Team to ensure that the department operations and other responsibilities as set out hereunder are properly administrated. Add value in the sense of being diligent, well presented, taking ownership of your duties and grow within the department, personally and as a key role player to the success of each vehicle delivered.

Ensure vehicle deal file compliancy remains up-to-date at all times
Branch marketing and sales assistance to Sales Manager and Sales team
Co-ordinate the department drivers to ensure that all vehicles are timeously delivered by each salesman
Check that driver’s licenses and PDP's of all department staff are valid to ensure traffic regulation is adhered to. Liaise with Group Risk Manager to redirect traffic offences for the whole branch (all departments)
Maintain our customer database. Include new and existing customers. Continuously liaise with Sales Manager and Dealer Principal regarding content. It may be required from time-to-time to include various other marketing information about our customers to be included into database
Maintain and record all sales, prospective or as otherwise indicated by Sales Manager for each sales consultant’s activities on a weekly basis, including customer visits, quotations and deals in progress, the PAR (Pipeline Activity Report)
SECONDARY JOB FUNCTION (S) RECEPTIONIST
Ensure that the customer is always treated with the utmost respect. This being at the office-personal interactions, electronic and or telephonic correspondence
Continued courteously to all customers, keeping them informed of branch activities which may require their inputs
Report to the Sales Manager or Dealer Principal any customer matters of concern, such as unsatisfactory service levels from all departments
Build sound relationships with all colleagues and managers to enhance internal communication
SALES ADMINISTRATION
Manage the entire deal file process which includes but is not limited to the following:
Ensure all relevant and legible customer company documentation is on file to ensure statutory compliance to FAIS and minimum documentation standards of FAW Southern Africa
Relevant bank approval, deposit and or undertakings are on deal file prior to sending vehicle for equipment or accessories. Offer to Purchase is a mandatory document and must be included in all deal files
The sales team only uses body builders on the company approved panel
Schedule drivers to sales people for vehicle collections, deliveries and or other movements
Issuing of fuel for the above purpose (soley responsible, excluding Sales Manager and Dealer Principal)
New vehicle warranty and service booklets are completed and made available to the delivering salesman. Ensure the warranty registration document is returned and submitted to Company warranty department
All used vehicles to be correctly documented in terms of M&M Code, vehicle registration certificate, proof of selling customer address, customer statement confirming current vehicle kilometres are true and correct
New vehicle proof of insurance
New vehicle bank / in-house finance release note
All vehicle creditors reconcile with orders issued to ensure prompt payment to supplier, but also to ensure that the correct discounts are given and recorded on the invoicing instruction
Ensure the invoicing instruction is complete and accurate. Submit to Sales Manager or Dealer Principal for sign-off prior to invoicing
Commission sheets
All commission sheets to be completed and handed to Branch Administrator for verification, before submitting to Sales Manager or Dealer Principal for sign-off prior to Head Office approval
All commission sheets must be submitted by no later than the 15th of every month to Head Office the policy in terms of overaged debtors will apply to all sales staff