OFFICE & SALES ADMINISTRATION MANAGER

JobSpace; Auckland; On-site; NZD 60,000 - 90,000; Full time

Job summary

Jora New Zealand is seeking an experienced Office & Administration Manager to coordinate and optimise the day-to-day operations of the dealership in Auckland.

You will establish efficient office systems, oversee staff, and support the sales cycle from enquiry to completion.

Qualifications

• Extensive experience in office management, business administration and staff supervision.
• Experience in customer relationship management and sales administration.
• Strong organisational, communication and problem-solving skills.

Responsibilities

• Coordinate day-to-day administrative functions of the dealership.
• Establish and maintain efficient office procedures and records.
• Plan, prioritise and allocate office resources and staff workloads.
• Coordinate documentation relating to vehicle registrations, imports and warranties.
• Liaise with customers, suppliers and external agencies on behalf of management.
• Prepare regular administrative and sales reports for senior management.

Skills

Office management

Staff supervision

CRM familiarity

Sales administration

Administrative systems

Record keeping

Problem solving

Multitasking

Independent work

Tools

CRM software

Job description

Jora New Zealand will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Key Responsibilities

1. Office and Administration Management

• Manage and coordinate the day-to-day administrative functions of the dealership.
• Establish and maintain efficient office systems, procedures and administrative processes.
• Plan, prioritise and allocate office resources, equipment and administrative work.
• Maintain accurate filing systems, business records, correspondence and documentation.
• Coordinate internal and external communications on behalf of management.
• Monitor office supplies, equipment, facilities and general administrative requirements.
• Review and improve office procedures to increase efficiency and productivity.
• Ensure confidential business, employee and customer information is properly maintained and protected.

2. Automotive Sales Administration

• Coordinate the administrative processes associated with vehicle sales from enquiry through to completion.
• Maintain accurate records of vehicle purchases, sales, customer documentation and related transactions.
• Monitor vehicle sales activity, sales performance and dealership operational information.
• Coordinate documentation relating to vehicle registration, compliance, imports, inspections, warranties, finance and other relevant vehicle processes.
• Liaise with customers, suppliers, finance providers, vehicle service providers, government agencies and other external organisations.
• Assist management with monitoring sales performance, profitability and operational results.
• Ensure vehicle-related paperwork and transaction records are complete, accurate and properly filed.

3. Staff Management and Supervision

• Allocate duties and responsibilities to office and administrative staff.
• Supervise and monitor the performance of office and sales support personnel.
• Assist management with recruitment, induction and training of new employees.
• Coordinate staff training and professional development.
• Monitor attendance, work schedules, productivity and performance.
• Conduct performance reviews and provide feedback to employees.
• Assist management in implementing workplace policies and procedures.
• Coordinate payroll and timesheet information and ensure records are maintained accurately.

4. Financial and Business Administration

• Maintain and monitor office financial records, accounts and transaction documentation.
• Assist management with monitoring sales revenue, expenses, profit and loss information.
• Maintain accurate records relating to cash receipts, payments, invoices and business transactions.
• Coordinate documentation required for purchasing, vehicle importing and other business activities.
• Liaise with accountants, financial institutions, suppliers and other professional advisers when required.
• Assist management with budgeting, financial administration and business reporting.

5. Vehicle Import and Operational Coordination

• Prepare and coordinate documentation required for purchasing and importing vehicles.
• Coordinate vehicle import activities with relevant external organisations and government agencies.
• Liaise with customs, vehicle compliance providers, transport companies, suppliers and other service providers.
• Monitor the progress of vehicles through purchasing, transportation, compliance and preparation processes.
• Maintain accurate records of imported vehicles and associated documentation.
• Coordinate vehicle preparation, servicing, repairs and presentation for sale where required.

6. Customer and Client Relationship Management

• Maintain professional relationships with customers and business clients.
• Handle customer enquiries and assist with resolving administrative or service issues.
• Coordinate customer documentation and follow-up processes.
• Maintain accurate customer records and correspondence.
• Assist the sales team in maintaining professional customer service standards.
• Identify opportunities to improve customer experience and dealership processes.

7. Sales Coordination and Performance Monitoring

• Coordinate administrative support for the sales team.
• Monitor sales activity and prepare regular sales reports for management.
• Review sales targets, performance results and business activity.
• Assist management with developing sales and customer service procedures.
• Coordinate promotional and marketing administration for vehicle sales.
• Monitor inventory information and assist management with vehicle stock planning.
• Support sales staff in maintaining accurate customer and vehicle records.

8. Compliance, Policies and Health & Safety

• Ensure office and dealership administrative procedures comply with company policies.
• Assist management in ensuring compliance with applicable New Zealand employment, health and safety, consumer, privacy and business requirements.
• Maintain appropriate workplace records and documentation.
• Monitor compliance with internal policies and procedures.
• Identify administrative or operational risks and report them to management.
• Assist with implementing corrective actions and improving workplace procedures.

9. Marketing and Business Development Support

• Assist management with planning and coordinating dealership marketing activities.
• Coordinate preparation of vehicle advertisements and promotional material.
• Assist with online advertising and customer communication.
• Coordinate promotional events and business development activities.
• Monitor customer feedback and market activity.
• Assist management in identifying opportunities to improve sales and business performance.

10. Management Reporting

• Prepare regular administrative, operational and sales reports for senior management.
• Provide management with information regarding staff performance, sales activity, vehicle inventory and office operations.
• Analyse business information and identify areas where operational improvements can be made.
• Participate in management meetings and contribute to business planning and decision-making.
• Recommend improvements to administrative systems, staff processes and dealership operations.

Required Skills and Experience

• Extensive experience in office management, business administration and staff supervision.
• Strong knowledge of administrative systems, business records and office procedures.
• Experience managing and supervising employees.
• Experience in customer relationship management and sales administration.
• Experience in monitoring sales, revenue, expenses and business performance.
• Strong organisational, communication and problem-solving skills.
• Ability to manage multiple operational and administrative responsibilities.
• Experience in the automotive industry or a related business environment is preferred.
• Strong computer, documentation and record-management skills.
• Ability to work independently and make appropriate operational decisions within delegated authority.