Sales Administrator

Job Title: Sales Administrator

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.