Sales Administrator

3 months ago

Durban, South Africa Volvo Group Full time

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport solutions for the future? If you seek to make a difference on a global scale, working with next-gen technologies and the sharpest collaborative teams, then we could be a perfect match.

**What you will do**:
**The main purpose of the position is** to support the sales executives to ensure smooth operations including invoicing, requesting quotes and orders, and maintaining accurate records. Utilizing resources effectively and providing exceptional customer service. The department must be compliant with authorization rules, guidelines, policies, and procedures. The role directly reports to the **Sales Admin Manager**. The Sales Administrator will be based in the required Volvo branch in the following areas, **Bloemfontein, Cape Town, Durban or Jet Park.**

**Job Objectives**
- Assist with the preparation and finalization of sales contracts by completing all necessary documentation related to vehicle orders, including gathering requesting final signatures required from Management, ensuring compliance with VTSA policies, and submitting deal documents to “confirm” the deal.
- Assist with vehicle preparations, obtaining quotes from suppliers and requesting purchase orders for services and fitments, as per the VTSA Procurement policies and customer specification.
- Liaise with logistics team and suppliers to coordinate vehicle deliveries to assist in keeping the orderbook updated.
- Confirm final details with sales executives, required for the sales invoicing request, ensuring accuracy of information and all costs are included, and everything is to the customer specifications.
- Assist with vehicle preparation for vehicle handover, completing all pre-delivery related administration, including vehicle registration, COF and driver kit bag.
- Assist in arranging vehicle movements to suppliers or customers in line with the commercial offering logistics operating procedure and keeping records of the delivery documentation.
- Submit invoice and Natis registration document to customers and bank and subsequently follow up on the release note and payment.
- Submit supporting documentation reflecting vehicle details required for After Sales systems according to VTSA Warranty Binder (Co-pilot and VDA+) and Maintenance schedule (VOSP).
- Assist in maintain accurate and up-to-date customer records in the VTSA's CRM system.
- Submit monthly reports of vehicles not yet delivered at month end, at the various branches to head office logistics team.
- Assist on occasion with loading information provided for the trade-in to be appraised. Collect all trade-in paperwork, ensuring completeness and accuracy of the trade pack and submitting to Used vehicle division. Follow up on dealer stocked Natis documents, validations and equity payments.
- Order and monitor inventory of driver kits to ensure sufficient stock to meet customer demand. Assist sales executives in ordering additional merchandise.

**Qualification & Job Experience**:

- Matric Certificate or higher qualification.
- National Diploma in Office Administration.
- At least 2 years administrative experience in the Automotive Industry.
- 2 to 3 years' experience in the Sales environment (Desirable).
- Computer Literate, Microsoft programs such as excel and other invoicing system.

**Job Related Skills**:

- Attention to Detail.
- Excellent organizational skills.
- Good customer service skills.
- Strong documentation skills.
- Time management.
- Team player.
- Interpersonal Skills.
- Confident and proactive approach.

**Key Competencies**:

- A true team player with strong interpersonal skills - including excellent written and oral communication with the ability to communicate appropriately with all levels of management and colleagues.
- Highly competent with digital & IT tools, including Office 365 and Volvo Group related systems.
- Flexibility, energy, and time management skills with the ability to deal with changing deadlines and priorities and a flexible approach to working hours.
- Technical awareness of motor vehicles, analytical and administrative skills
- Ability to work as a team player within a busy department.
- Able to work unsupervised and to strict deadlines.
- Ability to work calmly in an environment that can be pressured.**Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer. We encourage people with disability to apply.**

**Application Closing Date: 04 September 2024.**

**Who we are and what we believe in**

At **Volvo Trucks** you will be part of leading the way towards a sustainable transport industry. For nearly a century we have been innovating for people - to make life easier, better and safer. Driving progress is our promise to customers, to the industry and to society. At Volvo Trucks we share a curiosity to learn, we work with passion and we embrace change to stay ahead. Join us, together we move th

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