Sales Administrative Assistant- New Vehicle Sales

The role of the administrative assistant is to oversee the efficient functioning of the Sales Administrative process.

Job Summary:

• The role of the administrative assistant is to oversee the efficient functioning of the Sales Administrative process. This includes but is not limited to assisting with the entering of Customer data on the dealer management system, assisting customers with products, assisting with pre delivery process, updating inventory records, ensuring all information is entered on the dealer management system prior to submission to Sales Manager for approval.

Job Description:

• Document and Record Management:
  • To ensure demo process/documentation is accurate before issuing Demo plates to Sales Representatives
  • To enter new vehicle/equipment stock on CDK and generate stock number labels for Stock Controllers to receive stock upon entry at Port in timely manner
  • To scrutinize all Vehicle Movement forms to ensure authorization form GM/SH, confirm receipt of vehicle, affix new label with updated lot location and confirm corresponding lot location is reflected on DMS
  • Scrutinize all deals to ensure completeness of file and all data is entered on the Prospecting and Quote function (AMP &WAQ) on the dealer management system
  • To assist with generating customer numbers on DMS ensuring that a search is performed before adding a new customer and all data is entered accurately
  • To assist with preparing Tenders as required.
• Customer Service:
  • To assist with greeting customers in the showroom. To search dealer management system to determine Sales Representative assigned to customer else direct to Sales Representative on duty
  • To assist with entering prospects on DMS within an hour of receipt.
• Invoicing:
  • To accurately invoice deals on DMS, ensuring all information is entered on the C, P, V and M screen. Ensure all documents are on customer file and duly authorized/approved before booking vehicle
  • To assist with coordinating with the Licensing department to ensure timely registration/transfer of vehicle.
• To view, create and pre-invoice Purchase Orders as needed. To ensure all purchase orders are pre invoiced within an one working day of receiving supplier invoice and forwarded to the Finance department same day.
• To prepare and submit retail delivery registration (RDR) reports to dealership principle daily.
• To maintain proper filing system for the department. Ensure all forms/documents/promotional material used by the department are kept updated and in organized manner at all times.
• Assist with the collection and collation of data for departmental reports as requested.
• To distribute all documents and reports to the necessary departments/divisions. Ensure the timely collection and distribution of incoming and outgoing mail.
• To enter all leave forms on HRIS within one day of receiving approved leave request. Track vacation leave and ensure data is entered on HRIS one month prior to the employee taking the leave.
• To assist with the planning/set-ups and execution of any special events, meetings, promotions, functions etc.
• To perform any duties which are related but limited to the above as requested by Management.

Attributes

• Complete confidentiality of all matters
• Accuracy in recording data/information.
• Ability to prioritize daily tasks
• Initiative in the performance of daily job related tasks
• Good communication and presentation skills
• Timeliness in the presentation of any data as requested by the Manager.
• Excellent customer relations.

Qualifications and Experience

• Minimum 5 CXC O Level subjects
• Must be proficient in computer literacy
• At least 1 year Customer Service experience
• CAPE or A levels qualification will be considered an asset.

Deadline Date: December 03, 2025.