Sales Administrator

**MAIN PURPOSE OF JOB**:
To provide administrative support to the Sales Manager and sales team, and to assist with the efficient running and profitability of the branch’s sales department.

To ensure accurate sales records are kept.

To provide information to Head Office and manufacturers within required timeframes.

To liaise with customers in a professional manner when required.

**1) MAIN WORKING RELATIONSHIPS**:
**1.1) Responsible to**:
Sales Manager

**1.3) Relationships with**:
Head Office and Branch Staff

Other Company managers and staff

Manufacturers’ representatives

Suppliers’ and other company representatives

Company auditors

Customers

**2) OBJECTIVES AND KEY TASKS**:
To provide administrative support to the Sales Manager and sales team.

To assist the efficient running, sustainability of the sales department

To support the team to ensure our customer satisfaction is class leading.

To ensure the requirements of our brands and business partners are met.

**2.1) Administration**

Stock Management and vehicle preparation:

- Input new and used cars into stock on the dealer management system (DMS), Reynolds and Reynolds Power.
- Create online stock files on iStoreDocs for all new, used, and trade vehicles.
- Ensure all required information is prepared for head office accounts team, including car data checks, due diligence checks, and comparisons if over CAP value.
- Administer payments for car purchases.
- Upload all required information to iStoreDocs using iPad quick scanner and uploading tool.
- Transfer stock on iStoreDocs and via stock book for Power transfers.
- Add and remove stock and demonstrator units onto the unit funding system.
- Update prices on Power and Modix.
- Load used stock cars onto the Modix portal.
- Update descriptions and attention grabbers on the Autotrader portal.
- Raise workshop preparation requests for new and used stock vehicles and track through to completion.
- Maintain shared used car online stock preparation log.
- Update Power with next service date once used car multipoint checks are completed.
- Request auction car collections, including preparing vehicle documents ready for collection.
- Complete weekly physical used vehicle stocktakes, with additional mileage checks once a month.
- Complete monthly physical new car stocktakes.

Transaction Management:

- Invoice through to posting of new, used, and trade sales on Power.
- Create and manage customer payment NAD accounts on Power.
- Arrange car finance settlements and TT payments for customers as required.
- Monitor the bank for online customer payments and update the sheet for head office.
- Set up used car warranties.
- Send Customer Registration Documents to customers to ensure details are accurate.
- Check sold vehicle recalls 24 hours before delivery and upload proof on iStoreDocs.
- Check FCA docs before file close down.
- Tax and register new cars via the RAV system.
- Tax and register used cars via DVLA systems and update head office car taxing sheet.
- Update change of owner details on VMS systems for used car sales.
- Add new customers to the free-of-charge MOT log and cleanse expired records.

Reporting and Documentation:

- Update shared sales DOC with tasks completed, final posted deal profits, and new car delivery build dates (weekly).
- Complete the daily sales banking sheet.
- Update the Caffyns daily sales DOC.
- Monitor Skoda Car Care Programme, updating log.
- Monitor EDM system for new car consignment and credit notes.
- Complete monthly trade plate audits.

Additional Support:

- Support holiday cover for Branch Administrator and Sales Manager.

**3) COMMUNICATION**:
To maintain good communications with all sales departments and staff.

Maintain close relationships with the manufacturers, suppliers, statutory representatives, and all other business-related contacts.

To advise the Sales Manager and General Managers on all related matters of importance.

**4) OTHER DUTIES**:
This list of duties is not exhaustive and other tasks and responsibilities will be required of the post holder including any other duties commensurate with the post as requested by the Sales Manager, General Manager, Regional Director or Head Office staff.

**5) CONFIDENTIALITY**:
All information relating to customers and the business is to be treated confidentially in line with Company policy and procedures.

**6) HEALTH AND SAFETY**:
Caffyns has an obligation under the Health & Safety at Work Act 1974 to provide safe and healthy working conditions. All employees are required to co-operate with management in discharging this responsibility and must take responsible care for the health and safety of themselves and others.

All employees must read and adhere to the relevant sections of the Caffyns Health and Safety procedure.

**7) TERMS AND CONDITIONS OF EMPLOYMENT**:
Other terms and conditions are as reflected in the contract of employment, and Company policies and procedures, as amended from time to time and