Vehicle Sales Administrator

Department: Sales Administration / Operations

Reports to: Dealer Principal / Sales Manager / Financial Manager

Employment Type: Full-Time

Role Summary

We are looking for a highly organized, detail-oriented Vehicle Sales Administrator to manage the administrative workflow of our [New/Used] vehicle department. In this role, you will serve as the bridge between the Sales Team, the Finance & Insurance (F&I) department, and the Workshop.

Your primary objective is to ensure the "deal file" is accurate and complete so that the dealership receives payment from the bank efficiently. You will handle everything from bringing a vehicle into stock (GRV) to licensing it on eNaTIS and processing the final invoice for delivery.Shutterstock

Key Responsibilities

1. Deal Invoicing & Processing

• Invoicing: Generate accurate Tax Invoices and Credit Notes for vehicle sales.

• Deal Loading: Load signed Offers to Purchase (OTP) into the Dealer Management System (DMS).

• Costing: accurate loading of "extras" (tow bars, smash & grab, smash repairs) to the deal file to ensure the Gross Profit (GP) report is accurate.

• Validations: Verify that all compliance documents (FICA, Proof of Payment, Insurance Confirmation) are in the file before releasing the invoice to the bank.

2. Licensing & Registration (eNaTIS)

• Registrations: Handle all eNaTIS transactions, including:

  • RLV: Registering and Licensing new vehicles.

  • NCO: Processing Notification of Change of Ownership for trade-ins.

  • BRNC: Ensuring the dealership’s Business Register Number Control is up to date.

• Number Plates: Ordering number plates and license discs in time for delivery.

• Trade-Ins: Ensuring trade-in vehicles are "stock listed" correctly and that settlement letters from banks are valid.

3. Stock Control & Management

• GRV (Goods Received Voucher): Bring new vehicles into stock on the sy
  

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