Dealer Support Co-ordinator

Js3 Recruitment; England; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company is seeking a Dealer Support Coordinator on a 9-month fixed-term contract. The role involves overseeing vehicle orders, working closely with dealers to ensure smooth operations, and managing all related documentation to enhance customer satisfaction. Candidates should possess strong administration skills and a proactive approach, focusing on team targets and excellent customer service.

Qualifications

• Experience in office administration, preferable in Dealer support or Customer Service.
• Ability to demonstrate product knowledge desirable.
• Foreign language skills are a plus.

Responsibilities

• Assist Dealers with order entry and processing.
• Monitor order progress and manage dealer expectations.
• Ensure timely invoicing and documentation for vehicle orders.

Skills

PC literacy

Product Knowledge

Interpersonal skills

Detail Orientation

Problem Solving

Education

GCSE or equivalent in Mathematics & English

Job description

The Dealer Support Coordinator acts as key point of contact for a defined group of Dealers and a Regional Team(s) with sole responsibility for all vehicle orders from allocation to finished vehicles, including; the controlled issue of allocations, the acceptance and processing of vehicle orders in line with production scheduling requirements and the preparation of invoices/credit notes for vehicles.

The DSCs play a pivotal role both in feeding the materials procurement and production processes with advance orders and in ensuring that finished vehicles are dispatched to dealers without delay. The smooth running of this process will have a direct impact both on Dealer/customer satisfaction and ensuring our client meet their monthly, quarterly and annual sales & profit targets.

This is a 9 month fixed-term contract

Key Duties & Responsibilities:

• Assist Dealers with order entry (including pricing and specification constraints) to ensure order processing is completed in line with deadlines.
• Monitor progress of orders through to Production, keeping Dealers and Regional Managers informed in advance of any potential/actual delays to vehicle build beyond stated build month, managing dealer and customer expectations.
• While vehicle is in build, raise Proforma invoice to Dealer ensuring pricing is accurate and rectifying if required.
• Following vehicle completion, ensure firm invoice is raised on a timely basis to Dealer and sale recorded in line with month-end deadlines.
• Invoicing fleet cars to allow distribution to destination market.
• Coordination of additional invoices (e.g., Q Cars, alternate Sales Channels) including additional components and Service Packs.
• Issue Resolution Experts for Warranty Start issues at dealers.
• Document and update dealer lists and dealer / country specific processes in line with latest requirements.
• Represent Sales Operations at various Dealer & Customer facing events.
• Develop and maintain excellent Product Knowledge.
• Coordinate Sales Order Amendment process between Dealer and Manufacturing Teams to ensure specification is built in-line with customer requirements.
• Process Dealer VM Credits (Target Rewards, Rep Rewards, Demo Rewards and Retail Incentives) in line with authorisation from Regional Teams and Finance.
• Managing deposit allocation process to ensure these are accurately recorded and tracked against customer opportunities and are reflected on the final invoice.
• Manage generation and issue (both electronically and via UPS) of vehicle documentation, for example notarised Chamber documents, Embassy Certificates and EUR1’s.
• Holiday cover for other DSC’s.
• Complete price testing for new models / model year in line with Programme Timings.
• Manage delivery priority requests from dealers and business to secure customer retail volumes or promised handover dates.
• Managing allocations in line with overall Regional wholesale plan, as well as dealer targets.
• Generate Purchase Orders and coordinate approvals. GRN goods to close out purchase orders.
• Assist the Sales Operations Supervisor with ad hoc duties, as required.
• Attend and provide input on weekly regional calls.

Qualification & Experience:

• A good level of PC literacy is essential.
• Previous office-based administration experience and some exposure to an outward-facing Dealer support or Customer Service environment is required.
• Ability to demonstrate excellent product knowledge is desirable.
• Minimum GCSE or equivalent in Mathematics & English
• Foreign language skills are advantageous

Behaviours:

• A pro-active, flexible and team-oriented approach which is supportive towards all team members and recognizes the importance of achieving team targets, is essential.
• Excellent interpersonal skills and a good telephone manner is required.
• Rigorous attention to detail is essential.
• A customer-focused attitude and confident, professional manner are required
• A positive approach to problem solving is essential.

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