Administrator Vehicle Invoicing and Licensing

Motus Corporation; Johannesburg; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading automotive company in Johannesburg seeks an experienced administrative professional. The role involves accurate invoicing and managing supplier relationships, ensuring timely capture of purchase invoices. Candidates should have a Senior Certificate and relevant experience in the motor industry. Strong communication and organizational skills are essential. This position offers flexible working hours, including weekends.

Qualifications

• Two years of relevant administrative experience in the motor industry.
• Experience in an automotive retail environment in cashier or sales.

Responsibilities

• Invoice vehicles accurately and timeously according to authorized management.
• Ensure accurate and timely capture of purchase invoices.
• Create purchase orders to suppliers for recon and fitments.

Skills

Communication skills

Interpersonal ability

Organizational skills

Attention to detail

Problem-solving abilities

Customer orientation

Education

Senior Certificate (Grade 12)

Tools

Automate

Job description

Experience Required

• Two years of relevant administrative experience in the motor industry which includes at least six months' experience in invoicing; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
• Experience in automotive retail environment either in cashier or sales.

Qualifications Required

• Senior Certificate (Grade 12)

Other Requirements

• Valid, unendorsed drivers license
• Computer literate
• A working understanding of Automate is required.
• Knowledge of basic arithmetic
• Knowledge of basic bookkeeping
• Knowledge of relevant dealership stock and sales policies and procedures.
• Understanding of the compliance governing the retail industry would be an advantage.

Key Tasks

• Invoice vehicles accurately and timeously in accordance with the offer to purchase authorized by management.
• Ensure accurate and timely (daily) capture of purchase invoices.
• Bring vehicle into stock.
• Invoicing vehicles out.
• Create purchase orders to suppliers for recon and fitments; ensuring that each payment has an order number.
• Raise/ create cheque requisitions in accordance with standard processes and policies.
• Verify creditor invoices.
• Contact suppliers regarding outstanding invoices and capture.
• Monthly reporting on outstanding orders.
• Balance vehicle costing on Automate to the department manager’s cost sheet.
• Ensure required documentation is available in the deal file before invoicing.
• Assist stock controller in reporting of sales cards.
• Daily debtor’s allocation and updates to back office.
• Report any deviations to the Financial Manager.
• Stock takes (twice a week) of all vehicles bringing vehicles into stock.
• Provisions on all vehicles that are in stock.
• Update stock list with retail prices.
• Control of the Demo Fleet, updating reports to Matrix, back office and weekly stock takes.
• Responsible for registration and licensing documents for the used vehicle department.
• Work closely with the Sales Executives and Sales Manager/s.
• Attend all relevant OEM training courses, and any other developmental training opportunities allocated.

Essential competencies (essential for meeting nearly all job objectives)

• Communication skills in English (read, write & speak) but also able to effectively communicate with customers and colleagues/stakeholders.
• Interpersonal ability; working with people, relating to others.
• Highly developed ability to organize, control and multi-task.
• High attention to detail and accuracy.
• Making decisions within scope of responsibility and taking action.
• Initiative and problem-solving abilities
• Delivering results and meeting customer expectations.
• Customer orientation; a commitment to service excellence and customer satisfaction.
• Analysing
• Planning and organizing; monitoring own performance against expectations/ targets/ deadlines.
• Coping with pressure and setbacks; able to work productively in a pressurized environment.
• Team work orientation, yet still able to work independently with minimal supervision.

Personal Attributes

• Highly self-motivated and able to maintain a positive, cheerful outlook.
• Ethical
• Reliable
• Able to work flexible hours including one weekend day and holidays to meet the needs of the business.
• Results driven and orientated
• A willingness to learn