FTC Sales Administrator ((Fixed Term Contract)

Volvo Trucks; Brakpan; On-site; ZAR 150,000 - 210,000; Full time

Job summary

Volvo Group Southern Africa (Pty) Ltd is seeking an Administrative Assistant in the Used department to support invoicing, orders, and record-keeping. The role requires strong administration, Excel competency, and precise paperwork, with a focus on accounts payable and supplier communication.

You will help with day-to-day financial transactions, PO reconciliations, stock intake, and supporting sales when required, reporting to the Sales Manager in a busy environment.

Qualifications

• Matric Certificate / higher qualification.
• Diploma in Administration (Advantange).
• A minimum of 1 years Administration experience in the Automotive Industry.
• Experience in the Sales environment (Advantage).
• Finance background (Advantage).
• Microsoft Office 365 advanced level.

Responsibilities

• Process payments in compliance with financial policies and procedures.
• Perform day to day financial transactions, including verifying, classifying, and recording accounts payable data.
• Reconcile the accounts payable ledger to ensure that all bills and payments are accounted for and properly posted.
• Verify and investigate discrepancies by reconciling vendor accounts and monthly vendor statements.
• Facilitate payment of invoices due by sending bill reminders and contacting clients.
• Generate reports detailing accounts payables status.
• Assist with ad-hoc administrative tasks from time to time.
• Build supplier relationships, maintaining a professional reputation for VGSA.
• Cooperate with Audit processes by providing verifying and valid documentation on request.
• Monthly reconciliation of Purchase Orders and outstanding costs.
• Stock intake of Used Trucks and incoming stock management.
• Check all required documentation and ensure stock intake is correct.
• On VIN Chassis and engine number.

Skills

Attention to Detail

Excellent organisational skills

Good customer service skills

Strong documentation skills

Time management

Team player

Interpersonal Skills

Confident and proactive approach

Education

Matric Certificate / higher qualification

Diploma in Administration (Advantange)

Tools

Microsoft Office 365

Job description

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport and infrastructure solutions for the future. If you seek to make a difference on a global scale, working with next-gen technologies and the sharpest collaborative teams, then we could be a perfect match.

What You Will Do

The main purpose of the position is

supporting the Used department by ensuring smooth operations, including invoicing, creating orders, and maintaining accurate records. High levels of Administration Skills, accurate paperwork, Excel competency and an effective filing system are required.

Reporting:

This role reports to the Sales Manager.

Job Objectives

• Process payments in compliance with financial policies and procedures.
• Perform day to day financial transactions, including verifying, classifying, and recording accounts payable data.
• Reconcile the accounts payable ledger to ensure that all bills and payments are accounted for and properly posted.
• Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly vendor statements. (where and when applicable).
• Facilitate payment of invoices due by sending bill reminders and contacting clients.
• Generate reports detailing accounts payables status.
• Assist with ad-hoc administrative tasks from time to time.
• Build good supplier relationships, maintaining a professional reputation as an ambassador for VGSA.
• To cooperate with Audit processes by providing verifying and valid documentation on request;
• Monthly reconciliation of Purchase Orders.
• Monthly reconciliation of outstanding costs.

Stock Management and Sales Support Function (and backup)

• Support and be backup for the Sales area when required.
• Daily Invoicing and credits.
• Check costing sheet and OTP.
• Stock intake of Used Trucks and incoming stock management.
• Check all required documentation and ensuring all stock intake are done correctly.
• On VIN Chassis and engine number.

Other Duties

• Assist with audit enquiries in Purchasing area.
• Reception duties and receiving and management of goods and services.

Who are you?

Do you dream big? We do too, and we are excited to grow together. In this role, you will bring:

Qualification & Job Experience

• Matric Certificate / higher qualification.
• Diploma in Administration (Advantange).
• A minimum of 1 years Administration experience in the Automotive Industry.
• Experience in the Sales environment (Advantage).
• Finance backround (Advantage).
• Microsoft Office 365 advance level.

Job Related Skills

• Attention to Detail.
• Excellent organisational skills.
• Good customer service skills.
• Strong documentation skills.
• Time management.
• Team player.
• Interpersonal Skills.
• Confident and proactive approach, anticipates issues and requirements.

Key Competencies

• A true team player with strong interpersonal skills – including excellent written and oral communication with the ability to communicate appropriately with all levels of management and colleagues.
• Highly competent with digital & IT tools, including Office 365 and Volvo Group related systems.
• Flexibility, energy, and time management skills with the ability to deal with changing deadlines and priorities and a flexible approach to working hours.
• Technical awareness of motor vehicles, analytical and administrative skills.
• Ability to work as a team player within a busy department.
• Able to work unsupervised and to strict deadlines.
• Ability to work calmly in an environment that can be pressured.

Short listed candidates must complete and sign personal verification permission, consent and indemnity declarations, to inter alia perform reference, criminal, credit, qualification, vetting process (if applicable to position) and any other checks deemed necessary.

Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer. We encourage people with disability to apply.

Application Closing Date: 15 October 2026.

We value your data privacy and therefore do not accept applications via mail.

Who We Are And What We Believe In

We are committed to shaping the future landscape of efficient, safe, and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents across the group’s leading brands and entities. Applying to this job offers you the opportunity to join Volvo Group. Every day, you will be working with some of the sharpest and most creative brains in our field to be able to leave our society in better shape for the next generation. We are passionate about what we do, and we thrive on teamwork. We are almost 100,000 people united around the world by a culture of care, inclusiveness, and empowerment. At Volvo Trucks you will be part of leading the way towards a sustainable transport industry. For nearly a century we have been innovating for people – to make life easier, better and safer. Driving progress is our promise to customers, to the industry and to society. At Volvo Trucks we share a curiosity to learn, we work with passion and we embrace change to stay ahead. Join us, together we move the world we want to live in.