Sales Admin

Key Responsibilities

1. Sales Documentation

• Prepare and organize sales-related documents, including Vehicle Sales Orders, quotations, customer information sheets, and other required forms.
• Ensure all customer and vehicle documents are complete, accurate, and properly filed.
• Monitor the status of sales transactions from reservation up to vehicle release.
• Maintain organized physical and electronic records of sales transactions.

2. Vehicle Sales Coordination

• Coordinate with Sales Consultants regarding vehicle reservations, availability, releases, and customer requirements.
• Monitor vehicle allocation and ensure sales orders are properly recorded.
• Coordinate with PDI, Service, Finance, Accounting, and other departments for vehicle release requirements.
• Assist in ensuring that all required documents and approvals are completed before vehicle release.

3. Customer and Financing Support

• Assist Sales Consultants in gathering and checking customer requirements.
• Coordinate with banks and financing institutions regarding loan applications and required documents.
• Monitor the status of financing applications and provide updates to the Sales Team.
• Assist in coordinating insurance documentation and other customer requirements.

4. Sales Monitoring and Reporting

• Maintain accurate daily and monthly sales records.
• Prepare sales reports, booking reports, release reports, and other reports requested by the Sales Manager.
• Monitor pending transactions, reservations, cancellations, and vehicle releases.
• Ensure sales data is updated accurately and on time.

5. Administrative Support

• Assist the Sales Manager and Sales Consultants with day-to-day administrative requirements.
• Handle filing, encoding, photocopying, scanning, and other sales administration tasks.
• Maintain confidentiality of customer and company information.
• Coordinate internal communications related to sales transactions and dealership operations.

Skills and Competencies

• Strong administrative and organizational skills
• Good attention to detail and accuracy
• Good communication and customer service skills
• Proficient in Microsoft Office, particularly Excel and Word
• Ability to manage multiple transactions and deadlines
• Knowledge of automotive dealership sales processes is an advantage
• Ability to work effectively with Sales, Finance, Accounting, Service, and other departments
• Trustworthy and able to handle confidential information
• Team-oriented and customer-focused

Qualifications

• College graduate, preferably in Business Administration, Marketing, Management, Accounting, or a related course.
• At least 1–2 years of administrative or sales support experience, preferably in an automotive dealership.
• Experience in vehicle sales documentation and financing coordination is an advantage.
• Willing to work on weekends and holidays, depending on dealership operations.
• Willing to work in a fast-paced showroom/dealership environment.