Vehicle Costing & Administration Clerk

Autopact; Melbourne; On-site; AUD 65,000 - 75,000; Full time

Benefits offered by this job

On-site parking

Structured training

Employee benefits

Job summary

Autopact in Melbourne seeks a capable Vehicle Costing & Administration Clerk to support vehicle sales and dealership accounting. You will process costing, manage documentation, and handle supplier invoices with accuracy.

Two years in administration or accounts support is desired, with strong data-entry and MS Office skills. Experience with Pentana ERA is highly regarded and on-site parking is available.

Qualifications

• At least two years’ experience in administration, accounts support, vehicle processing or similar clerical role.
• Strong data-entry and computer skills, including confidence using Microsoft Office.
• Ability to follow established processes while identifying missing or incorrect information.
• Excellent attention to detail and a high level of accuracy.
• Good numerical skills and confidence working with invoices, payments and reconciliations.
• Ability to manage repetitive, deadline-driven work without compromising accuracy.
• Strong organisational skills and the ability to prioritise competing tasks.
• Clear and professional communication skills.
• A practical understanding of, or genuine interest in, vehicles and the automotive industry.

Responsibilities

• Processing and costing vehicle sales deals accurately and efficiently.
• Checking deal documentation for completeness and following up missing information.
• Calculating and processing sales commissions in line with payroll deadlines.
• Processing manufacturer vehicle invoices.
• Maintaining vehicle sales registers, logs and related records.
• Administering extended warranties and associated updates.
• Reviewing vehicle gross profit results and reporting discrepancies to Sales Management.
• Processing vehicle bailment transactions.
• Processing customer, staff and miscellaneous payments.
• Reconciling relevant general ledger accounts.
• Liaising with sales teams and managers to resolve deal-related queries.
• Providing general accounts and administrative support as required.

Skills

Data entry

Microsoft Office

Attention to detail

Numerical skills

Clear communication

Organisational skills

Teamwork

Tools

Pentana ERA

Job description

Join one of Australia’s leading automotive groups

Autopact Victoria is part of the Autopact Group, one of Australia’s largest automotive dealership networks. Representing 35 leading vehicle brands across 27 dealerships along Australia’s eastern seaboard, we are driven by our mission:

“For everyone to Drive Away Happy, every time.”

We are seeking a capable and reliable Vehicle Costing & Administration Clerk to join our team in Epping.

This is a hands‑on, process‑driven clerical position supporting vehicle sales and dealership accounting. It would suit someone who has sound administration experience and an understanding of vehicles or the motor industry.

You may have worked in dealership administration, vehicle sales support, service, parts, fleet, rentals, insurance, a mechanical business or another automotive‑related environment. Dealership experience is highly regarded but is not essential.

About the role

Working alongside an experienced team, you will be responsible for accurately processing vehicle sales transactions and maintaining the associated accounting records, registers and documentation.

Your responsibilities will include:

• Processing and costing vehicle sales deals accurately and efficiently

• Checking deal documentation for completeness and following up missing information

• Calculating and processing sales commissions in line with payroll deadlines

• Processing manufacturer vehicle invoices

• Maintaining vehicle sales registers, logs and related records

• Administering extended warranties and associated updates

• Reviewing vehicle gross profit results and reporting discrepancies to Sales Management

• Processing vehicle bailment transactions

• Processing customer, staff and miscellaneous payments

• Reconciling relevant general ledger accounts

• Liaising with sales teams and managers to resolve deal‑related queries

• Providing general accounts and administrative support as required

About you

To succeed in this role, you will need:

• At least two years’ experience in an administration, accounts support, vehicle processing or similar clerical role

• Strong data‑entry and computer skills, including confidence using Microsoft Office

• The ability to follow established processes while identifying missing or incorrect information

• Excellent attention to detail and a high level of accuracy

• Good numerical skills and confidence working with invoices, payments and reconciliations

• The ability to manage repetitive, deadline‑driven work without compromising accuracy

• Strong organisational skills and the ability to prioritise competing tasks

• Clear and professional communication skills

• A practical understanding of, or genuine interest in, vehicles and the automotive industry

• A reliable, positive and team‑focused approach

Experience with Pentana ERA or another dealership management system will be highly regarded.

Is this the right role for you?

This is an important, detail‑focused processing position rather than a senior accounting or management role. It will best suit someone who enjoys structured administrative work, takes satisfaction in getting the details right and would like to apply their skills within an automotive dealership environment.

You do not need to be a qualified accountant. However, previous office administration experience and the ability to understand transactional processes are essential.

What we offer

• A competitive salary package based on relevant experience

• A supportive and experienced team

• Structured training in our dealership processes and systems

• Ongoing development opportunities within the Autopact Group

• Employee benefits, including discounts on vehicle purchases and servicing

• A convenient Epping location with on‑site parking

• The opportunity to build a stable career within a successful automotive group

If you have proven administrative skills, an eye for detail and experience or a genuine background in the motoring industry, we would like to hear from you.