Position Purpose

The F&I and Dealer Support Administrator provides administrative, compliance, and operational support to the Finance & Insurance and Dealer Floor Plan functions.
The role is responsible for ensuring all vehicle finance and insurance transactions are processed accurately, efficiently, and in accordance with regulatory, lender, and internal compliance requirements.
The position also oversees the accurate administration, control, reconciliation, and compliance of all floor plan financing arrangements, minimizing financial risk and interest exposure while ensuring audit and contractual compliance.

Key Responsibilities

1. Deal Processing & Administration

• Prepare, capture, and submit vehicle finance and insurance applications to banks and financial institutions.
• Ensure completeness and accuracy of all supporting documentation (ID, proof of income, proof of address, contracts, disclosures, etc.).
• Track application status and follow up on approvals, conditions, payouts, and outstanding requirements.
• Liaise with banks, insurers, and service providers to resolve deal queries and discrepancies.
• Communicate with customers regarding outstanding documentation or approval conditions.
• Provide regular status updates to sales consultants and management.
• Maintain accurate deal trackers and pipeline reports.
• Provide daily and weekly reporting on:
  • Pending applications
  • Approved but not taken-up deals
  • Declined or cancelled deals
• Support resolution of customer queries post-delivery.

2. Floor Plan Administration

• Administer all floor plan accounts with financial institutions and associated financiers.
• Reconcile physical vehicle stock to system stock and financier reports.
• Investigate and resolve discrepancies between dealer records, financier records, and physical inventory.
• Match vehicle invoices to floor plan drawdowns.
• Ensure all financed vehicles are accurately recorded by VIN, engine number, model, cost price, and funding source.
• Ensure sold units are settled and cleared with financiers within agreed timeframes.

3. Reconciliations & Financial Control

• Monitor bank payouts and ensure timely receipt of funds.
• Reconcile approved finance amounts to vehicle invoices and sales contracts.
• Identify and resolve payout shortfalls, delays, or processing errors.
• Perform daily, weekly, and monthly reconciliations of:
  • Floor plan statements vs. DMS stock reports
  • Vehicle sales vs. floor plan settlements
  • Interest charges vs. contractual rates
• Identify and prevent:
  • Double funding
  • Unfunded vehicles
  • Late settlements
  • Interest leakage
• Prepare monthly reconciliation and control reports for management and finance.

4. Compliance & Risk Management

• Ensure compliance with all applicable legislation and regulatory requirements, including:
  • Consumer protection legislation
  • Credit and finance regulations
  • Insurance and disclosure requirements
• Ensure compliance with:
  • Floor plan financing agreements
  • Stocking and funding requirements
  • Internal control policies
  • Audit and regulatory standards
• Ensure all mandatory disclosures, needs analyses, and compliance checklists are completed.
• Perform quality checks on deal files prior to delivery and audit review.
• Maintain accurate and secure record-keeping practices.
• Prepare documentation and provide support for internal and external audits.
• Ensure complete and accurate documentation for all funded vehicles.

5. Interest & Cost Management

• Monitor floor plan interest charges and associated fees.
• Calculate and validate interest accruals.
• Identify opportunities to reduce interest exposure through early settlements or stock optimization.

Minimum Requirements

• Matric (Grade 12)
• Degree, Diploma, or Certificate in Finance, Business, Accounting, or Administration (advantageous)
• 2–4 years’ experience in F&I support, automotive dealership administration, or banking operations
• Knowledge of vehicle finance, insurance products, and regulatory requirements
• Valid Code 8 driver’s license
• Proficient in English (written and verbal)

Personal Attributes

• Excellent organisational and time management skills
• High attention to detail and accuracy
• Reliable and accountable
• Strong team player
• Confident and proactive approach with the ability to anticipate issues
• Strong administrative and reporting skills