Middelburg: Vehicle Sales Administrator posted by Oostelike Personeel Konsultante

About the Role

We are seeking a highly organized and detail-oriented Vehicle Sales Administrator to manage the administrative workflow of our [New/Used] vehicle department. As the bridge between the Sales Team, the Finance & Insurance (F&I) department, and the Workshop, you will be responsible for ensuring accurate and complete “deal files” so that the dealership receives payment from the bank efficiently.

Key Responsibilities

• Invoicing: Generate accurate Tax Invoices and Credit Notes for vehicle sales.
• Load signed Offers to Purchase (OTP) into the Dealer Management System (DMS).
• Costing: Accurate loading of “extras” (tow bars, smash & grab, smash repairs) to the deal file to ensure the Gross Profit (GP) report is accurate.
• Validations: Verify that all compliance documents (FICA, Proof of Payment, Insurance Confirmation) are in the file before releasing the invoice to the bank.
• Licensing & Registration (eNaTIS):
• Registrations: Handle all eNaTIS transactions, including:
• RLV: Registering and Licensing new vehicles.
• NCO: Processing Notification of Change of Ownership for trade-ins.
• BRNC: Ensuring the dealership’s Business Register Number Control is up to date.
• Number Plates: Ordering number plates and license discs in time for delivery.
• Trade-Ins: Ensuring trade-in vehicles are “stock listed” correctly and that settlement letters from banks are valid.
• Stock Control & Management:
• GRV (Goods Received Voucher): Bring new vehicles into stock on the system immediately upon arrival from the manufacturer or other dealers.
• Stock Aging: Assist the Sales Manager in monitoring stock age (days in stock) to avoid floorplan interest penalties.
• Flooring: Request “release notes” from the floorplan finance house (e.g., WesBank/Standard Bank) once a vehicle is sold.
• Compliance & OEM Reporting:
• Incentive Claims: Submit claims to the Manufacturer (OEM) for rebates, warranty registrations, and maintenance plans.
• POPIA & FICA: Ensure client files meet strict Protection of Personal Information Act and Financial Intelligence Centre Act standards (e.g., clear copies of ID, verified proof of residence).
• Fines Management: Redirect traffic fines for demo vehicles to the responsible driver (AARTO redirection).

Requirements

• Minimum 3 years of experience in a Dealership Sales Administration role.
• Experience dealing with Licensing Departments (Traffic Department) is essential.
• Proficiency in a recognized DMS is non-negotiable: Automate (Evolve), CDK (Kerridge), or Seriti.
• Working knowledge of eNaTIS.

Qualifications

• Completed tertiary education, preferably in Business Administration or a related field.