Part-time Sales Administrator - Eastbourne, United Kingdom - Caffyns Plc - Eastbourne Audi

Description

MAIN PURPOSE OF JOB:

To provide administrative support to the New and Used Car Sales Managers and sales team, and to assist with the efficient running and profitability of the sales department.

To assist with administration duties relating to the purchase and sales of new and used vehicles.

To ensure accurate sales records are kept.

To provide information to Head Office and manufacturers within required timeframes.


1) MAIN WORKING RELATIONSHIPS:


1.1) Responsible to:

Agency and Local Business Sales Manager


1.3) Relationships with:

Head Office and Centre Staff

Other company managers and staff

Manufacturers' representatives

Suppliers' and other company representatives

Company Auditors

Customers


2) OBJECTIVES AND KEY TASKS:


Administration
To provide efficient administrative support to the General Sales Manager and sales team.

To ensure taxing and invoicing of all vehicles in good time for delivery to customers.

To assist with the booking in of all stock, including demonstrators, for any necessary service work.

To ensure all paperwork, including the HPI checks etc, is retained, covering all aspects of the Company Policy on Due Diligence, Trading Standards procedures etc.

To ensure sales deal files are kept up to date via iStoreDocs system

To assist with the administration regarding vehicle transfers.

To input data for manufacturers information/ordering systems.

To input details of stock and sales on Power and to conform to standards set in the Sales Administrators' Manual.

To order new vehicles from manufacturer as directed by General Sales Manager / Head of Business

To ensure paperwork required by Head Office and manufacturer is completed accurately and dealt with in a timely manner.

To ensure compliance with Trading Standards policies and procedures.

To ensure that, in accordance with the Road Fund Licence system, all vehicles are taxed and that reclaims are made.

To liaise with the Service Department regarding PDI for new vehicles and UCMP for used vehicles.

To assist General Sales Manager / Used Car Sales Manager with prioritising and replying to sales-related correspondence.

To assist General Sales Manager and Used Car Sale Manager with Daily Check of internet stock.

To assist General Sales Manager with the production of commission information for management approval.

To maintain the sales filing system.

To support General Sales Manager with preparation and execution of sales department's marketing plans.

To alert General Sales Manager and Used Car Sales Manager and/or Head of Business of any potential areas of concern regarding procedures.

To provide additional support/cover for the Regional Administrator as required.


2.1) Customer Satisfaction
To deal with all customer queries as efficiently as possible.

To greet customers in a pleasant and courteous manner in your role as a representative of the Company.

To receive customers with sales-related complaints in a pleasant and courteous manner and to immediately notify Sales Executive / Manager with whom they have the complaint so that they may discuss and attempt to resolve the issue.

Should the Sales Executive / Manager not be available to receive the customer complaint, then to discuss the matter with the customer and take detailed notes of the complaint which should then be passed to the colleague concerned as soon as possible.

3) COMMUNICATION:

To maintain good communications with all sales departments and staff.

Maintain close relationships with the manufacturers, suppliers, statutory representatives, and all other business related contacts.

To advise the General Sales Manager and other managers on all related matters of importance.


4) OTHER DUTIES:

This list of duties is not exhaustive and other tasks and responsibilities will be required of the post holder including any other duties commensurate with the post as requested by the Head of Business, Regional Director or Head Office staff.

5) CONFIDENTIALITY:

All information relating to customers and the business is to be treated confidentially in line with Company policy and procedures.

6) HEALTH AND SAFETY:

Caffyns has an obligation under the Health and Safety at work act 1974 to provide safe and healthy working conditions.

All employees are required to co-operate with management in discharging this responsibility and must take responsible care for the health and safety of themselves and others.

All employees must read and adhere to the relevant sections of the Caffyns Health and Safety procedure.


7) TERMS AND CONDITIONS OF EMPLOYMENT:

Other terms and conditions are as reflected in the contract of employment, and company policies and procedures, as amended from time to time and as governed by statute.

(A job description is a written statement of essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfacto