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.