Sales Administrator

Staff Solutions; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Staff Solutions South Africa is seeking an organised administrative professional to support the Sales Department in Gauteng. You will manage vehicle deal files, ensure FAIS and FICA compliance, and handle invoicing and warranty registrations to support timely vehicle deliveries.

The role requires SAP proficiency, strong MS Office skills, and clean communication in English. A Code 8 license and a client-focused, detail-oriented approach are essential for success.

Qualifications

• Matric / Grade 12 or higher.
• Minimum of 3 years’ experience in a similar administrative or automotive role.
• Proficient in SAP.
• Strong Microsoft Office skills.
• Valid Code 8 drivers license.
• Good written and verbal communication skills in English.

Responsibilities

• Manage and maintain vehicle deal files for the Sales Department.
• Ensure that all relevant documentation is completed and filed to meet FAIS documentation standards.
• Ensure all required banking documentation is obtained and maintained on file per FICA requirements.
• Ensure all warranty registrations are completed and submitted on time for vehicles sold.
• Accurately complete and submit all invoice instructions to the Sales Manager for approval and sign-off.
• Process invoices in line with monthly targets; overtime may be required at month-end.
• Prepare and complete delivery documentation for the Sales Consultant when the vehicle is ready for delivery.
• Open and close sublet supplier orders as required.
• Liaise with sublet suppliers regarding lead times, vehicle collections and deliveries.
• Provide the Spartan Workshop with necessary PDI and fitment orders.
• Liaise with the Spartan Workshop and sublet suppliers to ensure orders are completed and closed prior to invoicing.
• Assist Sales Consultants with customer communication and keep customers informed on progress of their vehicle purchase.
• Assist customers with queries and documentation relating to previously purchased vehicles.
• Liaise with the Licensing Administrator regarding tare changes, permits, vehicle registrations and licensing requirements.

Skills

Microsoft Office

English communication

Proactive

Team player

Attention to detail

Time management

Independent work

Adaptability

Reliability

Customer service

Education

Matric/Grade 12

Tools

SAP

Job description

Key Responsibilities

• Manage and maintain vehicle deal files for the Sales Department.
• Ensure that all relevant documentation is completed and filed to meet the required FAIS documentation standards.
• Ensure all required banking documentation is obtained and maintained on file in accordance with minimum FICA requirements.
• Ensure all warranty registrations are completed and submitted timeously for vehicles sold, in line with the applicable warranty policies and procedures.
• Accurately complete and submit all invoice instructions to the Sales Manager for approval and sign-off.
• Ensure that all invoices are processed and completed in line with monthly targets. Flexibility to work overtime, particularly at month-end, is required.
• Prepare and complete all necessary delivery documentation for the Sales Consultant once the vehicle is ready for delivery.
• Open and close sublet supplier orders as required.
• Liaise with sublet suppliers regarding lead times, vehicle collections and deliveries.
• Provide the Spartan Workshop with the necessary PDI and fitment orders.
• Liaise with the Spartan Workshop and sublet suppliers to ensure that all vehicle-related orders are received, completed and closed timeously prior to invoicing.
• Assist Sales Consultants with customer communication and keep customers informed and updated on the progress of their vehicle purchase.
• Assist customers with queries and documentation relating to previously purchased vehicles.
• Liaise with the Licensing Administrator regarding tare changes, permits, vehicle registrations and licensing requirements.

Key Performance Indicators

• Support the Manager in a professional and constructive manner while maintaining positive working relationships across all departments.
• Manage daily responsibilities efficiently and effectively.
• Maintain the highest standards of workplace ethics and professionalism at all times.
• Build and maintain effective internal and external working relationships through clear and professional communication.
• Participate in all relevant company training and development programmes.
• Maintain and continuously improve personal skills and knowledge while supporting colleagues in their development where appropriate.
• Ensure full compliance with all applicable health and safety rules, policies and procedures.
• Maintain a high standard of housekeeping, document control and filing.
• Adhere to the company dress code and all applicable PPE requirements.
• Manage personal overtime in consultation with the Manager and in accordance with applicable labour legislation.
• Demonstrate effective planning and time-management skills.

Minimum Requirements

• Matric / Grade 12 or higher.
• Minimum of 3 years’ experience in a similar administrative or automotive role.
• Proficient in the use of SAP.
• Strong Microsoft Office skills.
• Valid Code 8 driver's licence.
• Good written and verbal communication skills in English.

Personal Attributes

• Confident, proactive and able to anticipate potential issues and requirements.
• Strong team player with the ability to work collaboratively with colleagues.
• Excellent attention to detail and strong document management skills.
• Highly organised with the ability to prioritise and manage multiple tasks.
• Ability to work independently as well as within a team.
• Able to perform effectively in a fast-paced and deadline-driven environment.
• Reliable, professional and committed to delivering accurate work.
• Strong customer service and interpersonal skills.
• Good time-management and problem-solving abilities.
• Ability to communicate clearly and professionally with customers, suppliers and internal stakeholders.