Sales Administrator

The Sales Administrator will operate within the Automotive Industry, providing essential administrative support to the Sales Department. This role is key to maintaining efficient operations, accurate documentation, and seamless coordination to ensure effective sales delivery.

JOB DESCRIPTION 

Who are you?

The Sales Administrator provides vital administrative support to the Sales Department, ensuring smooth operations, accurate documentation among other administrative tasks. This role involves preparing related paperwork, liaising with external agencies and maintaining accurate records, while coordinating between sales staff, customers, and other departments to facilitate the timely delivery of vehicles.

What will you do?

• Provide the Sales Team with updated stock information and pricing, issuing a comprehensive stock sheet monthly.
• Prepare final costing and price lists for vehicles landed, in-transit, and on-order, for approval by the Sales Manager or Managing Director.
• Ensure inventory listings and DMS records are always current, including vehicle features and specifications for quotation generation.
• Inform the Sales Team of any additional costs for customer-requested vehicle options.
• Prepare and distribute monthly Sales, Stock, and Showroom Control Reports for the Sales Manager, Franchise Holders, and Manufacturers.
• Request Customs clearance for new and display vehicles from the bond store, ensuring timely processing of all necessary documentation.
• Maintain accurate shipment, inventory, and customer files, along with related documentation, and manage a functional customer database.
• Monitor and coordinate the timely clearance of units from the wharf, working closely with Custom Brokers and
• shippers.
• Prepare Sales Team Commission Reports as required.
• Oversee the Pre-Delivery Inspection (PDI) and detailing process to ensure timely, quality vehicle deliveries to customers.
• Monitor the cleaning and upkeep of showroom display and demonstration vehicles.
• Coordinate with Aftersales departments regarding PDIs, special parts and accessories orders, and replacement parts for new and demonstration vehicles, maintaining accurate records.
• Prepare the Customs Log Book for Jamaica Customs.
• Label and tag keys for all new vehicles, including model numbers and relevant details.

What do you possess?

• A minimum of an Associate Degree in Business Administration or any related field.
• Proven experience in administrative or customer service roles, preferably in the automotive industry.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and dealership management software (e.g., PBS) is an advantage.
• Excellent communication and interpersonal abilities.
• Capable of working independently and demonstrating initiative.
• Highly detail-oriented and meticulous.
• Skilled at multitasking, prioritizing tasks, and performing effectively under pressure.
• Maintains a positive, professional, and customer-focused approach.