Sales Administrator

1 week ago

Bristol, Bristol, United Kingdom Carco Group (City Motors & SJ Cook and Sons) Full time

Sales Administrator

Reporting to:
Sales Manager

Responsible for:

Working with:
Sales team, Accounts team

Main Job Purpose
Customer

  • To ensure each customer order meets the specified requirements and that the administrative tasks associated with ordering, progressing and delivering a vehicle are completed accurately and on time
  • To create vehicle and customer records facilitating the development of an accurate, clean customer database and vehicle history
  • To continuously deliver the highest level of satisfaction to internal and external customers

Quality

  • To support the Sales team in their achievement of the Customer Completely Satisfied objectives, and to take each opportunity to continuously improve the working methods and standards

Key Performance The Individual will be measured on the following:

Measures:

Accuracy and timeliness of order processing

  • Accuracy and timeliness of vehicle taxing
  • Accuracy of vehicle history and customer database at point of delivery
  • Frequency, accuracy and value of vehicle progress updates given to sales department

Detailed In fulfilling this role the job holder:

Responsibilities:
Customer Care
1 Maintains and develops good relationships with internal customers by meeting and exceeding their expectations and working in accordance with the dealership procedures

2 Maintains regular contact with the salesperson regarding orders placed, throughout the duration of order processing and taxing / delivery phase so that they are aware of progress, timescales and action required

3 Regularly reviews the Renault / Motability bulletins and marketing programmes, and profiles
/ discount structures to ensure the correct information is used when processing orders

4 Provides simulations for salespeople when requested
5 Receives instructions to order vehicles from the sales team via a completed customer order form and checks that form for accuracy or anomalies, querying and resolving where necessary

6 Places customer orders on the system using SEDRE, checks anticipated delivery date and advises the sales person so they can keep their customer informed

7 Checks SEDRE minimum daily to identify any delays and notifies the sale person where this is the case

8 Processes delivery promise claims when necessary
9 Creates vehicle on DMS and raises job cards for PDI when appropriate
10 Inputs vehicle and customer details in AFRL and produces COR's and tax discs
11 Produces invoices for customer orders
12 Maintains deal files and breaks down files once vehicles are handed over. Checks all documents for accurate completion and then stores records logically for ease of retrieval at a later date or forwards to the relevant departments internally or externally

13 Log all cash received and passes to accounts
14 Ensures all outstanding finance settlements on part exchange vehicles are paid in a timely

manner

Administration
15 Ensures purchase orders are raised for part exchange vehicles and appropriate HPI and vehicle mileage checks have been carried out

16 Maintains dealer systems for progressing and chasing vehicle orders such as T-cards or spreadsheets

17 Creates handover documentation and book packs
18 Checks off consignment notes, checks for accuracy or anomalies, querying and resolving where necessary
19 Produces monthly reports on key sales activities such as profitability, registrations,
20 Completes all dealership administrative functions, returns, record keeping and clerical activities in an accurate and timely manner
21 Carries out audit checks in line with the audit cycle and tactically as instructed by the

Manager

General
22 Understands and complies with all appropriate sales legislation relevant to the department, including the V5 policy.
23 Complies with all Health and Safety legislation to ensure safety and well being of self, colleagues, customers and visitors
24 Ensures the maintenance of equipment and other materials
25 Maintains personal awareness of the company's quality procedures described in the company's Quality Management System
26 Completes any other Sales administration activities as specified by the Manager

Requirements of the In fulfilling this role the job holder will need an ability to:

Job:

Maintain a high level of contact with internal customers and suppliers

  • Work readily with lengthy and complex administrative tasks requiring close attention to detail and ensuring documentation is clear and legible
  • Build strong interdepartmental relationships, and pay close attention to the requirements of those departments
  • Work independently in a busy active environment managing workflow and own time
  • Coordinate multiple activities and providers / suppliers to meet a defined timescale
  • Carry out detailed checking of documentation
  • Confidently query and challenge information and documentation provided
  • Present a consistently professional image to all customers through attitude, be

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