Sales administrative assistant

Role Purpose:

This role will be responsible for ensuring that the following is adhered to, by controlling documentation quality, compliance processes, customer file integrity, ensuring that every deal is compliant, audit ready and customer focused.

Key Responsibilities:

• Upload and manage deal files across the various sales platforms in a timely and accurate manner.
• Prepare complete and compliant deal files for sales executives prior to vehicle deliveries.
• Ensure all required compliance and FIC/FICA checks are completed in accordance with company and regulatory requirements.
• Assist sales executives in obtaining all necessary FICA documentation from customers.
• Verify customer documentation for accuracy and completeness, including but not limited to FICA, ID, proof of address, finance approvals and contracts (administration thereof).
• Maintain organised records and ensure data integrity across systems.
• Provide administrative support to the sales team as required to ensure efficient operations.
• Assist in resolving documentation queries and missing information.
• Maintain a compliance checklist for every deal.
• Prepare files for Manufacturer audits and external inspections.
• Accurately capture and archive all sales documentation on the DMS systems.
• Main POPIA standards in terms of, maintaining confidentiality and protection of customer information.

Requirements & Skills:

• Matric (Grade 12).
• Previous experience in sales administration, automotive dealership administration, or a similar role (advantage).
• Strong understanding of compliance and FICA requirements (Must have extensive experience and/or knowledge).
• Excellent attention to detail and organisational skills.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Strong communication and interpersonal skills.
• Proficiency in computer systems and sales platforms.
• A proactive, service-oriented approach with the ability to work independently and as part of a team.
• Identify, report and correct compliance risks or documentation gaps.
• Strong understanding of vehicle sales processes.

Key Performance Indicators (KPIs):

• Zero compliance failures in audits
• 100% file accuracy and completeness.
• Reliable and deadline driven.
• Professional and customer focused.
• High level of confidentiality and integrity.

Reporting & Support Role:

• Directly Responsible to the New and Used Sales Managers.
• Support Role to Customers and company staff.