MEETING THE MOBILITY NEEDS OF BUSINESS & INDIVIDUALS
Comprising the most extensive vehicle retail network in Africa, we provide all mobility-related sectors with a multi-brand offer, partnering with global automotive manufacturers: sales of new and used vehicles, short or long-term rentals, fleet management and maintenance.
Our offer includes the complete automotive offering, including two-wheelers, marine engines, coaches, lorries, handling equipment, tyres, and spare parts. Our production and assembly sites in Africa are a shining example of our commitment to actively support industrialisation in the region and creating an affordable offer.
We are looking for a ADMIN/SALES ASSISTANT M/F based in South Africa .
Job Description:
MINIMUM REQUIREMENTS:
- Experience with Drive and E-Toyota will be a plus.
- Good verbal and written communication skills in English and Afrikaans.
- Previous experience using Autoline /Drive and invoicing vehicles will be preferred.
- Clean criminal record.
- Exposure to sales/finance environment, preferably in the motor industry will be beneficial.
- Computer literacy and a minimum of three years in secretarial administration, preferably in the motor industry.
KEY DUTIES AND RESPONSIBILITIES:
- Efficient management of vehicle invoices.
- Accurate processing of vehicle costs.
- Accurate forecasting and efficient inventory management.
- Optimization of vehicle order accuracy.
- Accurate stock movement control.
- Ensure own inter-departmental relations are of high standards.
- Stock new and used vehicles as per correct documentation and open file.
- Control demo vehicles – make sure demo lists are up to date.
- Make sure demo vehicle keys, licenses etc. are locked and controlled.
- Make sure all vehicle details are correct.
- Invoicing vehicles as per OTP only when signed by manager & F&I.
- Ensure that OTP details correlate with invoicing; print profit invoice.
- Make sure all costs are accounted for via estimates.
- Issue orders as per cost sheet on vehicles to parts, workshop, or supplier as needed.
- Obtain invoices and process correctly to creditor (receive & verify).
- Process petrol slips to individual vehicles and departments (delivery & collection).
- Make sure all costs are costed within 60 days.
- Attend to head office queries – with regards to department creditors.
- Make sure unbid with HPI has been done on used trade-ins and buyouts.
- Filing and maintaining of all vehicle-related documents and files.
- Filing should be efficient, effective, and up to date and readily available.
- Creating new files for all new stock – make sure copy of natis and dealer stock is in file (used vehicles).
- Ensure that dealer stocks are done on all buy-ins and trade-ins (and copy in file).
- Stock take & file stock checks (2 weekly/monthly).
- Instructions and delegation of drivers to various destinations and ensuring they have necessary documentation and funds to carry out their duties (obtaining slips and reconcile back to petty cash).
- Screen calls and assist/delegate to appropriate staff when necessary.
- Receive visitors courteously and ensure they are well looked after and attended to promptly.
- Report directly to sales manager / dealer principal.
- Ad hoc admin/other responsibilities as and when required, as per management discretion.
- Ensure that all necessary documents are in the deal file before invoicing and after delivery.
- Assist Sales Consultants with license and registration documentation and ensure that all relevant and correct documents are attached.
- Log calls and tickets for all deposits and vehicle payments received on debtors.
- Before delivery, ensure that all relevant deposits have been cleared in our bank account (debtor’s management).
- Attend all sales meetings, product/business updates, and training courses as required by management.
- Attend all Health & Safety meetings and keep file up to date.
- Ad hoc admin/other responsibilities as and when required.
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