Sales Administrator

Role Summary

The main responsibility of this role is to manage the process between the ordering of vehicles and the delivery of them to the customer, and to provide administrative support for the sales team. This is achieved by working in a structured methodical way adhering to defined processes and procedures.Organisational skills are essential as many activities are deadline driven. Focusing on communication with internal and external customers and suppliers, whilst conveying a positive Scania brand image, is the key to fulfilling this role efficiently.

Job Responsibilities

• Provide administration support as part of the sales team to ensure the smooth, efficient, and accurate preparation for delivery of vehicles to specific deadlines
• Ensure sufficient information is gathered from the customer, and documented to enable a vehicle order to be placed on the factory
• Identify and follow up on other customer requirements, such as vehicle items to be installed in the workshop and/or by third party suppliers
• Collate required information and raise internal work orders for workshop installed items
• Collate required information and raise purchase orders for third party installed items
• Monitor and attend to any chassis order deviations arising from the factory
• Ensure in a timely manner that customer financing arrangements are secured and in place
• Ensure in a timely manner that other customer service requirements are accommodated, such as R&M Contract
• Plan all activities (delivery plan) between receipt of chassis from factory and delivery to customer
• Manage delivery plan identifying and responding to potential deviations
• Collate required documents, create and maintain a vehicle order pack for each and every order
• Collate and prepare required documentation in order to register vehicles with the authorities
• Receive, collate and process purchase invoices from the workshop and third party suppliers, and allocate them to the correct vehicle order
• Make preparations for vehicle handover, ensuring all prerequisites for releasing vehicles are fulfilled
• Make reservations for demonstration vehicles, ensuring they are released to customers with the correct documentation in place
• Gather and process relevant data in order to prepare management reports
• Liaise with aftersales to ensure service schedules are raised and sent to the customer

Candidate Requirements:

Education and/or Experience:

• Similar administrative experience, working under pressure to tight deadlines

Knowledge, Skills and Abilities: 

• Be well organised with the ability to prioritise tasks effectively
• Excellent administrative skills
• Possess excellent accuracy and numeracy skills
• Good telephone manner
• Ability to demonstrate a pro-active approach
• Ability to take initiative and work under pressure
• Effective time management skills and ability to meet deadlines
• Ability to work as part of a team
• General computer skills
• Excellent customer care and communication skills

Competencies:

• Leadership
• People Management
• Strategic Management
• Business Finance
• Communication
• Product Knowledge
• Workshop Operation
• Parts Operation
• Teamwork
• Negotiation

Integrity & Compliance

All applications will be treated with full confidentially and will only be made available to the people involved in the recruitment process.

NB: Please be advised in order to apply for this vacancy you need to have been employed in your current role for a minimum of 1 year.