Sales Administrator - Automotive Dealership

AlFuttaim; Doha; On-site; QAR 60,000 - 110,000; Full time

Job summary

Al-Futtaim Automotive in Doha, Qatar, is seeking a detail‑oriented Sales Administrator to support its automotive dealership operations. You will manage sales documentation, inventory records and invoicing, coordinating with Sales, Finance, Logistics and Aftersales to ensure smooth vehicle sales and deliveries.

The role requires 2–4 years of relevant experience, strong Excel and ERP skills, and a solid understanding of vehicle documentation and reporting.

Qualifications

• Bachelor's degree or diploma in Business Administration, Commerce, Accounting or a related field.
• 2-4 years of experience in sales administration or administrative support.
• Strong knowledge of automotive sales operations.
• Experience handling sales documentation and invoicing.
• Practical understanding of vehicle inventory and documentation processes.
• Experience coordinating administrative activities with large teams.
• Familiarity with dealership sales processes and vehicle delivery coordination.

Responsibilities

• Prepare and submit internal and external sales reports.
• Update daily sales information in the GAC Dealer Management System (DMS) and live tracking sheets.
• Maintain complete and accurate sales records to support dealership operations.
• Ensure reports are submitted within established deadlines.
• Maintain 100% on-time report submission with zero data mismatches and no backlog entries.
• Coordinate with the Sales team to verify transaction details and reporting information.
• Support timely completion of sales administration activities across the dealership.
• Maintain accurate inventory records covering vehicle sales, new arrivals, transfers, demonstration vehicles and damaged units.
• Perform SAP stock uploads for the department.
• Maintain the required inventory accuracy target of 99%.
• Update stock information in relevant dealership and business systems.
• Coordinate with internal departments to resolve inventory discrepancies.
• Monitor vehicle stock movements and maintain accurate supporting records.
• Ensure vehicle inventory information remains current and reliable for operational reporting.
• Review vehicle deal calculations and discounts for accuracy.
• Verify required approvals before processing sales invoices.
• Issue SAP and manual bank invoices following Finance approval.
• Ensure invoices are prepared accurately and issued within agreed service level timelines.
• Maintain the required standard of zero invoicing errors.
• Coordinate with Sales and Finance teams to resolve documentation or invoicing discrepancies.
• Maintain complete transaction records to support internal controls and audit requirements.
• Ensure sales documentation follows applicable company procedures and approval requirements.
• Raise and manage Pre-Delivery Inspection (PDI) requests.
• Coordinate with relevant operational teams to support timely vehicle preparation.
• Monitor PDI progress and follow up on outstanding requirements.
• Help prevent delivery delays through effective communication and coordination.
• Maintain accurate PDI and delivery-related documentation.
• Support smooth handovers between Sales, Aftersales and other departments.
• Ensure administrative activities are completed in line with vehicle delivery commitments.
• Issue and amend vehicle insurance documentation as required.
• Coordinate vehicle registration activities.
• Manage insurance and registration renewals.
• Maintain accurate records of insurance policies and registration documentation.
• Coordinate with relevant stakeholders to resolve outstanding documentation requirements.
• Support timely completion of insurance and registration processes before vehicle delivery.
• Monitor demonstration vehicle records and related administrative activities.
• Manage test-drive (TD) forms and required approvals.
• Coordinate petrol arrangements for demonstration vehicles.
• Maintain accurate documentation covering demonstration vehicle usage.
• Ensure relevant approvals and records are completed according to dealership procedures.
• Monitor showroom display vehicles to ensure appropriate presentation.
• Check display vehicle pricing and specifications for accuracy.
• Assist walk-in customers with general enquiries.
• Handle incoming showroom telephone calls professionally.
• Coordinate customer requirements with the appropriate Sales team members.
• Support a positive customer experience through timely communication and accurate information.
• Assist with showroom administrative requirements as needed.

Skills

Administrative skills

Attention to detail

Communication skills

Time management

Education

Bachelor's degree in Business Administration/Commerce/Accounting

Tools

Excel

ERP systems

GAC Dealer Management System (DMS)

SAP

Job description

Sales Administrator - Automotive Dealership Job Snapshot - Role: Sales Administrator - Location: Doha, Qatar - Industry: Automotive - Function: Sales Support-Assistance - Experience: 2-4 years in sales administration or administrative support - Job Type: Full Time - Work Arrangement: On-site

Job Details

• Country: Qatar
• City: Doha
• Industry: Automotive
• Function: Sales Support-Assistance
• Salary: Not disclosed
• Gender: No Preference
• Candidate Nationality: Not specified
• Job Type: Full Time
• Work Arrangement: On-site

Position Overview

Al-Futtaim Automotive is seeking an organized and detail-oriented Sales Administrator to support its automotive dealership operations in Doha, Qatar. The role is responsible for managing sales documentation, vehicle inventory records, invoicing, reporting and administrative processes to ensure smooth vehicle sales and deliveries. Working closely with Sales, Finance, Logistics and Aftersales teams, the Sales Administrator will coordinate activities throughout the customer journey, from vehicle booking and order processing to pre-delivery inspection, registration and final delivery. The position requires accurate data entry, effective use of dealership management and ERP systems, and strict adherence to internal procedures and manufacturer requirements. The successful candidate will have 2-4 years of relevant experience, strong Excel and ERP skills, and practical knowledge of automotive sales administration, inventory management and vehicle documentation.

Key Responsibilities

• Sales Administration and Reporting
  • Prepare and submit daily, weekly and monthly internal and external sales reports.
  • Update daily sales information accurately in the GAC Dealer Management System (DMS) and live tracking sheets.
  • Maintain complete and accurate sales records to support dealership operations.
  • Ensure reports are submitted within established deadlines.
  • Maintain 100% on-time report submission with zero data mismatches and no backlog entries.
  • Coordinate with the Sales team to verify transaction details and reporting information.
  • Support timely completion of sales administration activities across the dealership.
• Vehicle Inventory and Stock Management
  • Maintain accurate inventory records covering vehicle sales, new arrivals, transfers, demonstration vehicles and damaged units.
  • Perform SAP stock uploads for the department.
  • Maintain the required inventory accuracy target of 99%.
  • Update stock information in relevant dealership and business systems.
  • Coordinate with internal departments to resolve inventory discrepancies.
  • Monitor vehicle stock movements and maintain accurate supporting records.
  • Ensure vehicle inventory information remains current and reliable for operational reporting.
• Sales Documentation and Invoicing
  • Review vehicle deal calculations and discounts for accuracy.
  • Verify required approvals before processing sales invoices.
  • Issue SAP and manual bank invoices following Finance approval.
  • Ensure invoices are prepared accurately and issued within agreed service level timelines.
  • Maintain the required standard of zero invoicing errors.
  • Coordinate with Sales and Finance teams to resolve documentation or invoicing discrepancies.
  • Maintain complete transaction records to support internal controls and audit requirements.
  • Ensure sales documentation follows applicable company procedures and approval requirements.
• Vehicle Logistics and Freight Coordination
  • Prepare vehicle templates and documentation required for freight activities.
  • Track vehicle shipments and maintain relevant shipment information.
  • Review Goods Receipt Notes (GRNs) and related documentation.
  • Submit freight, customs duty and vendor invoices for expense posting.
  • Coordinate with Logistics and Finance teams regarding vehicle-related expenses and documentation.
  • Maintain accurate records of vehicle movements and freight transactions.
  • Support timely completion of logistics administration to avoid operational delays.
• Vehicle Damage and Claims Coordination
  • Coordinate repairs for vehicles received with damage at the port.
  • Communicate with relevant departments regarding repair requirements.
  • Monitor damage-related claims and follow up until closure.
  • Maintain appropriate records and supporting documentation for claims.
  • Support timely resolution of vehicle damage issues affecting sales and delivery activities.
• Pre-Delivery Inspection and Vehicle Delivery
  • Raise and manage Pre-Delivery Inspection (PDI) requests.
  • Coordinate with relevant operational teams to support timely vehicle preparation.
  • Monitor PDI progress and follow up on outstanding requirements.
  • Help prevent delivery delays through effective communication and coordination.
  • Maintain accurate PDI and delivery-related documentation.
  • Support smooth handovers between Sales, Aftersales and other departments.
  • Ensure administrative activities are completed in line with vehicle delivery commitments.
• Vehicle Insurance and Registration
  • Issue and amend vehicle insurance documentation as required.
  • Coordinate vehicle registration activities.
  • Manage insurance and registration renewals.
  • Maintain accurate records of insurance policies and registration documentation.
  • Coordinate with relevant stakeholders to resolve outstanding documentation requirements.
  • Support timely completion of insurance and registration processes before vehicle delivery.
• Demonstration Vehicle Administration
  • Monitor demonstration vehicle records and related administrative activities.
  • Manage test-drive (TD) forms and required approvals.
  • Coordinate petrol arrangements for demonstration vehicles.
  • Maintain accurate documentation covering demonstration vehicle usage.
  • Ensure relevant approvals and records are completed according to dealership procedures.
• Showroom and Customer Support
  • Monitor showroom display vehicles to ensure appropriate presentation.
  • Check display vehicle pricing and specifications for accuracy.
  • Assist walk-in customers with general enquiries.
  • Handle incoming showroom telephone calls professionally.
  • Coordinate customer requirements with the appropriate Sales team members.
  • Support a positive customer experience through timely communication and accurate information.
  • Assist with showroom administrative requirements as needed.
• Purchase Orders and General Administration
  • Create purchase orders for local and international vendors.
  • Maintain administrative records relating to vendor transactions.
  • Manage pantry and stationery stock requirements.
  • Support petty cash administration in accordance with company procedures.
  • Coordinate routine administrative requirements to support dealership operations.
  • Maintain organized documentation for internal review and audit purposes.
• GAC Merchandise Administration
  • Conduct stock counts for GAC merchandise.
  • Update merchandise stock information in relevant systems.
  • Prepare and process merchandise-related invoices.
  • Maintain accurate merchandise inventory and transaction records.
  • Coordinate with relevant departments to resolve stock or invoicing discrepancies.
• Cross-Division Administrative Support
  • Provide administrative relief coverage during employee leave periods.
  • Support invoicing, Daily Sales Reports (DSR), SAP uploads, PDI coordination and insurance activities across multiple divisions.
  • Maintain continuity of administrative processes during staff absences.
  • Coordinate handovers to ensure outstanding tasks are communicated and completed.
  • Support efficient operations by preventing administrative backlogs and unnecessary delays.
  • Work collaboratively with Sales, Finance, Logistics and Aftersales colleagues.
• Systems Accuracy and Process Compliance
  • Maintain accurate data across dealership management systems, SAP and tracking records.
  • Follow applicable Original Equipment Manufacturer (OEM) requirements and internal operating procedures.
  • Ensure documentation is complete and available for audit review.
  • Maintain accurate records throughout the vehicle sales and delivery process.
  • Identify and resolve data discrepancies through coordination with relevant departments.
  • Support timely completion of administrative processes within established service levels.
  • Maintain a strong focus on accuracy, compliance and operational efficiency.

Required Qualifications and Experience

• Education
  • Bachelor 's degree or diploma in Business Administration, Commerce, Accounting or a related field.
• Professional Experience
  • 2-4 years of experience in sales administration or administrative support.
  • Strong knowledge of automotive sales operations.
  • Experience handling sales documentation and invoicing.
  • Practical understanding of vehicle inventory and documentation processes.
  • Experience coordinating administrative activities with large teams.
  • Familiarity with dealership sales processes and vehicle delivery coordination.
• Technical and Systems Knowledge
  • Excellent Microsoft Excel skills.
  • Strong working knowledge of ERP systems.
  • Ability to maintain accurate records in dealership management and business systems.
  • Understanding of vehicle inventory management and stock reporting.
  • Knowledge of sales invoicing and approval procedures.
  • Familiarity with sales reporting and transaction documentation.
  • Ability to manage accurate data entry and system updates.
  • Understanding of administrative controls and audit documentation requirements.

Required Skills and Competencies

• Excellent administrative and organizational skills.
• Strong attention to detail and documentation accuracy.
• Ability to manage end-to-end vehicle sales documentation.
• Effective coordination across Sales, Finance, Logistics and Aftersales departments.
• Professional communication and customer handling skills.
• Strong time management and ability to meet reporting deadlines.
• Ability to manage multiple administrative responsibilities.
• Good analytical and problem-solving abilities.
• Confidence using Excel and ERP systems.
• Ability to maintain accurate records in a fast-paced dealership environment.
• Strong teamwork and stakeholder coordination skills.
• Commitment to operational efficiency and compliance with company procedures.

What Equips You for the Role

The ideal candidate is a detail-oriented sales administration professional who understands the documentation and coordination requirements of an automotive dealership. You should be comfortable working with sales reporting systems, inventory records, vehicle invoices, registration documentation and delivery-related processes. Success in this role requires accurate data management, timely completion of administrative tasks and effective coordination between departments. A proactive approach to resolving discrepancies, maintaining audit-ready documentation and supporting smooth vehicle deliveries will be essential.

About Al-Futtaim Automotive

Al-Futtaim Automotive is one of the region 's leading mobility businesses, operating across eight countries in the Middle East, Asia and North Africa. With a portfolio of more than 25 international brands, the business provides mobility solutions covering passenger vehicles, commercial vehicles and industrial equipment. Its operations are supported by integrated logistics, leasing, aftersales and financial services, delivering customer solutions throughout the mobility journey. Al-Futtaim Automotive focuses on innovation, digital transformation and customer experience while working with international automotive brands to meet the evolving needs of individuals, businesses and communities. The business is supported by more than 9,000 colleagues across its automotive operations.

About Al-Futtaim Group

Established in the 1930s and headquartered in Dubai, Al-Futtaim is a diversified privately held regional business group operating across more than 20 countries. Its business interests include automotive, financial services, real estate, retail and healthcare. With more than 40,000 employees, Al-Futtaim represents over 200 international brands, including Toyota, Lexus, IKEA, ACE and Marks and Spencer. The Group focuses on digital innovation, artificial intelligence, sustainable growth and strategic partnerships, creating long-term value for customers, communities and business partners.