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Sales Administrator

3 months ago

Colne, Lancashire, United Kingdom Simpsons ŠKODA Full time
Colne

MAIN PURPOSE OF JOB

To ensure the efficient administration of all new and used vehicles for the sales department within defined operating policies and procedures.

To answer incoming telephone calls, route call accordingly and to take and distribute messages effectively.
Develop effective manufacturer and supplier contact
Deal efficiently with customer requests and queries to ensure total customer satisfaction
To provide secretarial assistance as required.

OBJECTIVES AND KEY TASKS
To maintain record of all new and used vehicles customer files in an efficient and effective manner.
Complete and process all vehicles orders in line with company policy and procedures.
Ensure the accuracy of orders against current specification codes for standard and factory fitted equipment.
Monitor continuously vehicle availability and in transit to dealerships through SLI.
Collate and record all new vehicle delivery information.

Create accurate records for all new vehicles into stock showing all vehicle details (colour, chassis no, specification, date of delivery etc).

Update status and availability information to provide the correct location / progress information at all times.
On completion of vehicle sale, complete new car sales and PDI instructions. Ensure routing of documentation to all appropriate departments.
Arrange registration and vehicle licences for all sold vehicles.

Through local taxation offices arrange vehicle tax of all sold vehicles in a timely manner ensuring that all documentation and procedures are maintained in accordance with manufacturer requirements and AFRL regulations.

Arrange handover of taxed, registered and prepared vehicles to sales staff customers. Supply keys and completed service and handbooks, sales invoice, vehicle handover checklist, finance documentation and all other appropriate records.
Document and log all transactions in a structured and methodical way and maintain a systematic filing system for prompt retrieval of documentation

Prepare and complete all sales invoices and relevant paperwork in a timely and accurate manner for both retail and trade sales.

Check with Sales Manager for accuracy of all documentation prior to handover to sales staff.
Ensure that all necessary data is entered onto the DMS for every vehicle sale.

Ensure that All used vehicles are handed over to customers carrying at least twelve months of warranty and that all extensions to warranty policies are implemented prior to vehicle handover.

Ensure that all relevant new vehicles are sold off SLI in the correct manner in line with manufacturers requirements in order that all registration and tactical bonuses are honoured.

Ensure that all relevant vehicles are entered onto and taken off all relevant reporting systems in an efficient and timely manner in line with manufacturers, finance partners, and insurance company requirements and requirements of the company including VWFS new and used vehicle stock plans.

Maintain accurate documented records in respect of new vehicles taxed and of vehicles transferred to and from retailer to retailer.

Provide secretarial assistance as required, including making appointments, typing correspondence and answering telephone calls as and when required.
Maintain calendarised record of all tax renewals for demonstrators, courtesy vehicles and company vehicles to ensure timely renewal.
Maintain a safe and healthy working environment; ensuring adhere with Health and Safety requirements;
To ensure all company and customer data is dealt with in line with the General Data Protection Regulations 2018;
To ensure that confidentiality is maintained;
To follow all Simpsons (Preston) Ltd policies and procedures as per the employee handbook;
To champion the Culture and Values of Simpsons Skoda at all times;
Any other duties commensurate with the position.
Maintain effective liaison with all members of the sales team, forming a strong sense of teamwork within the sales department, and ensure accurate and timely feedback of information to appropriate persons
Notify Sales Manager of all changes to manufacturer's policies
Ensure courteous and cost-effective use of the telephone
Approach all customers promptly and courteously and assist with their requests to the best of your ability
Ensure that all documentation is dealt with in a timely manner

RELATIONSHIPS
Direct relationships with the Head of Business, Retail Manager, Enquiry Manager, Aftersales Manager, Accounts Team and Sales Executives.

Indirect relationships with manufacturer head office representatives, local DVLA office staff, technician and VWFS representatives.

Ref:
SS104-123

Working Hours 37.5 hours per week Monday - Friday
Location Skoda Colne
Salary £2- 26K depending on experience

Benefits:

Closing Date 31/03/2023