Administration Assistant

Dutton Automotive; City of Melbourne; On-site; AUD 50,000 - 70,000; Full time

Benefits offered by this job

Birthday leave

EAP program

Wellbeing leave

PitStop discounts

Job summary

Dutton Automotive is seeking an Administration Assistant to join our Wholesale team in Victoria. This role supports day-to-day administration and accounting functions, working with the Administration Manager, Finance team, Site Management and the Buying team to gain exposure across vehicle administration and stock management.

Experience in automotive administration is preferred but not essential; strong administration, accounts or bookkeeping skills are highly valued as you develop your career

Qualifications

• Experience in administration, accounts or bookkeeping.
• Automotive dealership or vehicle administration experience highly regarded but not essential.
• Strong numerical skills and confidence with invoices and reconciliations.
• Excellent attention to detail and high accuracy.
• Strong organisational and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication with suppliers and stakeholders.
• Proactive in identifying and resolving discrepancies.
• Ability to work independently while contributing to a team.
• Proficient computer literacy and quick learning of new systems.
• Experience with Eclipse would be advantageous.

Responsibilities

• Processing and approving supplier invoices and maintaining supporting documentation.
• Reconciling supplier statements and assisting with account queries.
• Supporting accounts payable and accounts receivable processes.
• Assisting with month-end reconciliations, reporting and vehicle stocktakes.
• Processing VicRoads vehicle acquisitions, disposals, transfers and registrations.
• Entering and maintaining vehicle and Roadworthy Certificate information within internal systems.
• Preparing and maintaining vehicle deal packs, ensuring documentation is complete and accurate.
• Assisting with vehicle sales administration, including invoices, contracts and transfer documentation.
• Maintaining accurate vehicle costs and stock information.
• Following up vehicle transport ETAs and confirming arrivals.
• Supporting the Corporate Buying team with administration and reporting.
• Preparing and distributing Stock on Hand reports.
• Processing staff timesheets and submitting information to Payroll.
• Assisting with staff reimbursements and site expenditure administration.
• Supporting month-end processes and P&L reviews.
• Providing general office administration and ad hoc support to the wider team.

Skills

Administration

Accounts/Bookkeeping

Vehicle administration

Numerical skills

Attention to detail

Time management

Communication

Independent worker

Eclipse

Tools

Eclipse

Job description

Dutton Automotive is Australia's largest retailer and wholesaler of pre-owned luxury, prestige, exotic, family and commercial vehicles. Established in 1911,we've built our reputation on delivering exceptional customer experiences, innovation, and industry-leading service.

As part of the global Sojitz Corporation, a Japanese conglomerate employing around 27,000 consolidated employees with 86 branches and offices, and over 540 subsidiaries and affiliates across the world.

With 16 dealerships nationwide, more than 220 team members, and exciting growth plans ahead, there's never been a better time to join Dutton Automotive. We're also proud to be a Co-Major Partner of the Essendon Football Club, reflecting our commitment to supporting the communities we're part of.

Job Description

Dutton Automotive is looking for an Administration Assistant to join our Wholesale team in Victoria.

This is a varied, hands-on position supporting the day-to-day administration and accounting functions of our wholesale automotive operations. You will work closely with the Administration Manager, Finance team, Site Management and our vehicle Buying team, gaining exposure across vehicle administration, accounts, VicRoads processes and stock management.

Previous automotive industry experience will be highly regarded, but isn't essential. We're also interested in candidates with strong administration, accounts or bookkeeping experience who are keen to develop their career within the automotive industry.

What you'll be doing

Your responsibilities will include:

• Processing and approving supplier invoices and maintaining supporting documentation.
• Reconciling supplier statements and assisting with account queries.
• Supporting accounts payable and accounts receivable processes.
• Assisting with month-end reconciliations, reporting and vehicle stocktakes.
• Processing VicRoads vehicle acquisitions, disposals, transfers and registrations.
• Entering and maintaining vehicle and Roadworthy Certificate information within internal systems.
• Preparing and maintaining vehicle deal packs, ensuring required documentation is complete and correctly executed.
• Assisting with vehicle sales administration, including invoices, contracts and transfer documentation.
• Maintaining accurate vehicle costs and stock information.
• Following up vehicle transport ETAs and confirming vehicle arrivals.
• Supporting the Corporate Buying team with administration and reporting.
• Preparing and distributing Stock on Hand reports.
• Processing staff timesheets and submitting information to Payroll.
• Assisting with staff reimbursements and site expenditure administration.
• Supporting month-end processes and P&L reviews.
• Providing general office administration and ad hoc support to the wider team.

Qualifications

What you'll bring

To succeed in this position, you'll ideally have:

• Previous experience in an administration, accounts or bookkeeping position.
• Automotive dealership or vehicle administration experience will be highly regarded but is not essential.
• Strong numerical skills and confidence working with invoices, reconciliations and financial information.
• Excellent attention to detail and a high level of accuracy.
• Strong organisational and time-management skills.
• The ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Confidence communicating with suppliers and internal stakeholders.
• A proactive approach to identifying and resolving discrepancies.
• The ability to work independently while contributing to a collaborative team.
• Strong computer literacy and the ability to learn new systems quickly.
• Experience with automotive dealership management systems such as Eclipse would be advantageous.

Additional Information

• Salary package in line with experience
• A 'paid day of leave' to celebrate your Birthday
• Access to a fully funded EAP Program to support you and your family
• Wellbeing Leave Reward to encourage employee wellbeing and work-life balance
• Exclusive access to PitStop offering direct access to shopping discount codes and discounted gift cards, helping you save while you shop!

At Dutton Automotive, we value our customers and our employees. Our values are built on prioritising our customer needs, valuing our employee's flexibility to change, and fostering creativity and initiative. If you share our values and have the skills and experience, we are looking for, we encourage you to apply for this exciting opportunity.