Key Responsibilities

Human Resources Administration

• Maintain employee records and personnel files.
• Administer attendance, overtime, leave, and HR system updates.
• Assist staff with HR-related queries.
• Liaise with Head Office HR.
• Coordinate training, safety inductions, and skills development.

Sales Administration

• Support the sales team with all administrative functions.
• Prepare quotations, Offers to Purchase (OTPs), and customer documentation.
• Maintain complete sales files.
• Coordinate:
  • Vehicle licensing & registration
  • Warranty registrations
  • Temporary permits
  • Demonstration & loan vehicles
• Control vehicle spare keys.
• Liaise with the workshop to ensure vehicles are customer-ready (PDI, cleaning, compliance documentation).
• Coordinate vehicle movements between suppliers, body builders, customers, and the branch.

Finance & Accounts

• Assist with creditors/accounts payable administration.
• Process supplier invoices, payment requests, refunds, and approvals.
• Prepare purchase requests and supporting documentation.
• Review creditor payments for accuracy.
• Capture authorised payments on online banking.
• Allocate customer receipts.
• Process branch banking.
• Resolve supplier account and invoice queries.

Vehicle & Stock Administration

• Maintain accurate vehicle stock records.
• Coordinate vehicle orders and stock transfers.
• Administer supplier and body builder orders.
• Open and manage job cards.
• Arrange:
  • Roadworthy certificates
  • Fuel requirements
  • Weighbridge documentation
• Ensure all vehicle documentation is complete.

Office & Operations

• Provide administrative support to the Regional Manager and branch management.
• Coordinate travel and accommodation.
• Manage courier services.
• Purchase and control office supplies and consumables.
• Coordinate meetings and visitor hospitality.
• Maintain filing systems and document control.
• Prepare daily, weekly, and monthly reports for Head Office.
• Provide general administrative support across all departments.

Health, Safety & Compliance

• Support Health & Safety administration.
• Coordinate compliance documentation and inspections.
• Liaise with security service providers.
• Ensure compliance with company policies and statutory requirements.

General Branch Support

• Serve as the main administrative contact for the branch.
• Assist with branch projects, marketing events, and exhibitions.
• Support departments during busy periods.
• Perform additional administrative duties as required.

Key Competencies

• Excellent organisational and multitasking abilities.
• High level of accuracy and attention to detail.
• Strong financial and numerical aptitude.
• Excellent communication and interpersonal skills.
• Customer-focused with a proactive attitude.
• Ability to maintain confidentiality.
• Proficient in Microsoft Office and ERP/HR systems.

Minimum Requirements

Essential

✔ Matric (Grade 12)
✔ Minimum 5 years' experience in a similar administration role
✔ Proficient in Microsoft Office Suite
✔ Previous administration and accounts payable/creditors experience
✔ Valid Code 8 Driver's Licence

Advantageous

• Administration or Bookkeeping qualification
• Experience within a commercial vehicle dealership, automotive, or sales administration environment
• Exposure to sales operations and dealer administration