Vehicle Administrator

Ref: 5

Role: Vehicle Sales Administrator & Processing Coordinator

Salary: £28,000 Plus Commission

Located: Rotherham

Hours: 08:30 – 17:30

Working Pattern: Monday – Friday

Benefits:

• Commission scheme
• 20 days holiday + bank holidays

Our client is a unique and independent company who specialize in selling new and used bespoke transporters. They are looking for someone to join their Sales Team as a Vehicle Sales Administrator.

The role:

• Review incoming emails daily to identify sold vehicles
• Log all sold vehicles
• Create and maintain electronic sales folders for each vehicle.
• Monitor daily enquiries and update the Sales Administration Dashboard.
• Compile and present daily sales performance figures, including cancellations.
• Identify and process all part exchange vehicles associated with sales.
• Prepare and maintain part exchange files.
• Verify purchase prices, complete HPI checks and update the Sales Administration Dashboard.
• Request purchase invoices from customers where required.
• Issue the Incoming Part Exchange report to the relevant departments.
• Liaise with manufacturers and supplying dealers regarding vehicle availability, arrivals and estimated delivery dates.
• Obtain and distribute weekly stock availability updates from suppliers to support the sales team.
• Process all new vehicle arrivals, including accepting stock into the system and updating internal records.
• Update vehicle categories, stock history and handover information across internal systems.
• Coordinate the registration of new vehicles with the relevant authorities.
• Ensure vehicle details, registration numbers and documentation are accurate across all systems.
• Prepare vehicle order documentation, key tags and registration paperwork ahead of arrival and delivery.
• Monitor stock funding and invoicing status, notifying the Finance Director of any changes.
• Review and allocate daily bank receipts.
• Notify the Accounts team and Sales Executives of incoming customer and finance payments.
• Send payment acknowledgements to customers.
• Update internal records with payment values, funding sources and outstanding balances.
• Chase outstanding customer and finance company payments where required.
• Prepare delivery packs for vehicles due for collection or delivery.
• Send V5C documentation to customers where applicable.
• Ensure all paperwork is complete before vehicles are invoiced and released.
• Update sales meeting trackers and management reports.
• Collect weekly task sheets from Sales Executives and escalate any issues to the Sales Manager.
• Liaise with finance companies and brokers to ensure prompt vehicle funding.
• Provide proof of purchase, invoices or supporting documentation where required.
• Work closely with the Accounts team to resolve funding queries and minimise payment delays.
• Monitor shared inboxes and action enquiries promptly.
• Maintain accurate records and documentation across all sales administration processes.
• Support the Sales, Accounts and Management teams with administrative tasks to ensure the smooth processing of vehicle sales from order through to delivery.

The successful candidate:

• Automotive experience essential
• 2 years sales admin experience
• Full UK Driving License
• IT literate
• Excellent communication skills
• Ability to organize and prioritise work effectively.