Stock Controller

Ballarat Motors; Ballarat; On-site; AUD 60,000 - 75,000; Full time

Job summary

Ballarat Toyota is seeking a highly organised New Vehicle Stock Controller to join our team in Ballarat. You will manage new vehicle stock, coordinate swaps with other Toyota dealerships, and ensure we have the right vehicles available to meet customer needs.

The role involves processing stock movements, liaising with sales and service teams, preparing vehicles for delivery, and maintaining accurate records across dealership systems.

Qualifications

• Exceptional organisational and time-management skills.
• Strong communication and relationship-building abilities.
• Confident negotiating and coordinating vehicle swaps with other dealerships.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficient using computer systems and dealership software.
• Proactive, resourceful and problem-solving mindset.
• Can work independently while contributing to a team.

Responsibilities

• Manage and maintain accurate new vehicle stock records.
• Monitor incoming vehicle allocations and expected delivery dates.
• Track vehicle movements from allocation through to arrival and customer delivery.
• Coordinate vehicle swaps and exchanges with other Toyota dealerships.
• Liaise with the New Vehicle Sales Manager regarding stock swaps with other dealers.
• Negotiate and organise stock swaps to secure the right vehicles for our customers.
• Coordinate vehicle transfers between dealerships.
• Work closely with the Sales Department to identify stock requirements and fulfill customer orders.
• Liaise with the Sales Manager, Fleet Manager and Dealer Principal or General Manager to establish monthly vehicle build requirements and place orders accordingly.
• Attend stock controller meetings as arranged by Toyota Motor Corporation Australia (TMCA).
• Complete regular stock reconciliations and reporting.
• Ensure all sold vehicles are correctly COSI'd and RDR'd.
• Prepare service books in accordance with RDR requirements.
• Liaise with the Service Manager to arrange additional technician support when required.
• Liaise with the Spare Parts Department and technicians to ensure all required parts and accessories are ordered and received.
• Coordinate vehicle preparation and ensure vehicles are ready for customer delivery.
• Assist with relocating vehicles from the storage facility when required.
• Coordinate vehicle deliveries to and collections from external suppliers.
• Ensure service books, owner's manuals and other vehicle documentation are correctly filed when vehicles are received.
• Ensure vehicle keys are correctly tagged and organised.
• Maintain accurate vehicle information and documentation within dealership systems.

Skills

Organisational skills

Time-management

Communication

Relationship-building

Negotiation

Attention to detail

Multitasking

Computer systems

Job description

Ballarat Toyota is looking for a highly organised, motivated and detail-oriented New Vehicle Stock Controller to join our team.

This is a key role within our dealership, responsible for managing new vehicle stock, coordinating vehicle swaps with other Toyota dealerships and ensuring we have the right vehicles available to meet our customers' needs.

You will play an important role in managing our new vehicle inventory and working closely with Toyota dealerships across the network to source, exchange and transfer vehicles, while coordinating the internal processes required to ensure vehicles are prepared and ready for customer delivery.

Ballarat Toyota is looking for a highly organised, motivated and detail-oriented New Vehicle Stock Controller to join our team.

This is a key role within our dealership, responsible for managing new vehicle stock, coordinating vehicle swaps with other Toyota dealerships and ensuring we have the right vehicles available to meet our customers' needs.

You will play an important role in managing our new vehicle inventory and working closely with Toyota dealerships across the network to source, exchange and transfer vehicles, while coordinating the internal processes required to ensure vehicles are prepared and ready for customer delivery.

Key Responsibilities

New Vehicle Stock Management

• Manage and maintain accurate new vehicle stock records.
• Monitor incoming vehicle allocations and expected delivery dates.
• Track vehicle movements from allocation through to arrival and customer delivery.
• Coordinate vehicle swaps and exchanges with other Toyota dealerships.
• Liaise with the New Vehicle Sales Manager regarding stock swaps with other dealers.
• Negotiate and organise stock swaps to secure the right vehicles for our customers.
• Coordinate vehicle transfers between dealerships.
• Work closely with the Sales Department to identify stock requirements and fulfill customer orders.
• Liaise with the Sales Manager, Fleet Manager and Dealer Principal or General Manager to establish monthly vehicle build requirements and place orders accordingly.
• Attend stock controller meetings as arranged by Toyota Motor Corporation Australia (TMCA).
• Complete regular stock reconciliations and reporting.

Vehicle Preparation & Administration

• Ensure all sold vehicles are correctly COSI'd and RDR'd.
• Prepare service books in accordance with RDR requirements.
• Liaise with the Service Manager to arrange additional technician support when required.
• Liaise with the Spare Parts Department and technicians to ensure all required parts and accessories are ordered and received.
• Coordinate vehicle preparation and ensure vehicles are ready for customer delivery.
• Assist with relocating vehicles from the storage facility when required.
• Coordinate vehicle deliveries to and collections from external suppliers.
• Ensure service books, owner's manuals and other vehicle documentation are correctly filed when vehicles are received.
• Ensure vehicle keys are correctly tagged and organised.
• Maintain accurate vehicle information and documentation within dealership systems.

About You

We are looking for someone who:

• Has exceptional organisational and time-management skills.
• Has strong communication and relationship-building abilities.
• Is confident negotiating and coordinating vehicle swaps with other dealerships.
• Has excellent attention to detail and takes pride in accuracy.
• Can manage multiple priorities in a fast-paced environment.
• Is confident using computer systems and dealership software.
• Is proactive, resourceful and enjoys problem-solving.
• Can work independently while contributing positively to a team environment.
• Previous automotive dealership or vehicle stock control experience will be highly regarded.

Why Join Ballarat Toyota?

• Join a supportive and professional dealership team.
• Build relationships with Toyota dealerships across the network.
• Take ownership of an important role within the business.
• Enjoy a varied position with responsibility and involvement across multiple departments.
• Opportunities for ongoing professional development and career growth.