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Job Descrption

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Job Description

Job purpose:

Reporting to the Sales Manager, the role of the Sales Administrator is to ensure the efficient administration of all new and used vehicles for the Dealership Sales Department within defined operational policies.

Key responsibilities and accountabilities:
• To provide secretarial assistance and reception cover as required by the Sales Manager and Sales staff.
• Provide sales management with reports, as required.
• Assist in the process of all vehicle orders in line with direction from Sales Manager. Ensure the accuracy of orders against current specification codes for standard and factory fitted equipment. Monitor continuously the availability/progress of vehicles in production and transit to dealership and report this to sales team and sales manager accordingly.
• Collate and record all new/used vehicle delivery information. Ensure files are created for all vehicles into stock with all relevant paperwork enclosed. Create stock records on... kerridge, showing all vehicle details (colour, chassis number, specification, date of delivery etc.).
• Raise payment for used cars and finance settlements, send all required paperwork for approval to Sales Managers before forwarding to accounts department for final authorisation. Set up payment on the bank as required.
• Notify purchase with DVLA of all used cars and part exchanges (declare in trade via DVLA website or posting yellow slip and keep record).
• On completion of a vehicle sale, ensure routing of documentation to all appropriate departments. Push prep lines to workshop for new and used cars into stock or sold, PDI and plates, used car check and any additional work agreed by Sales Managers.
• Register/tax all new cars/demos on AFRL (or by V55) and all used cars by DVLA website and maintain proper records/copies with client signatures and insurance documents as required. Ensure all stock number and vehicle information is sent to accounts to reconcile against payment. Renew company trade plates as required.
• Arrange hand over of taxed, registered and prepared vehicles for Sales staff if required. Supply handover sheet, completed service handbooks, new keeper section of V5, sales invoice proof of taxation and create and provide warranty paperwork as required. Maintain records of all key numbers by chassis number. Complete V5 in correct new owners details, ensure signed by new owner before taking copies for deal file and sending off to DVLA.
• Prepare and complete all sales invoices in a timely manner from order forms provided. Check for accuracy on prices, tax and non-revenue items, “on the road” packs, deposits and part exchanges and all related items. Ensure routing to appropriate departments. Ensure pro-forma invoice is approved/signed off by Sales Manager prior to final invoice being raised.
• Create and maintain all used car stock records showing vehicle details, written down values and excess allowances. Maintain records up to date showing retail vehicles, trade vehicles and reconditioning costs. Prepare used car stock list each week and weekly sales return.
• Ensure all client records are correct/accurate on manufacturer systems and all sales are recorded correctly as per individual manufacturer guidelines. Provide manufacturer with any reports, figures or information as requested. Assist with the achievement of sales KPI as required.
• Maintain, new, used and demo funding plans and ensure all vehicles are settled once sold and delivered.
• Maintain calendar record of all tax renewals for company demonstrators to ensure timely renewal.
• To comply with all the quality standards agreed within the Company and to have personal responsibilities for the application of the dealership’s established Policy and Procedures

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