Admin Clerk

Inchcape is the leading global automotive distributor operating in more than 40 markets. We partner with some of the biggest brands in the business to power better mobility today and in the future.

Our diverse global team of over 20,000 talented people foster an inclusive and collaborative culture, championing a brilliant experience for our customers and partners. We’re a dynamic and fast-growing business, dedicated to shaping a successful and sustainable future for the industry.

Here, you will unlock your full potential with career opportunities and learning experiences. You’ll work with cutting-edge technology, ground-breaking innovation, and forward-thinking colleagues. If you are highly driven with a can-do attitude, and you bring out the best in yourself and others, then join us to power new futures.

JOB SUMMARY

To perform all duties as designated by the Sales Manager and be able to carry out the functions of the department independently and without prejudice.

Supports Manager to supervise department and support effective strategic plan to support branch in the implementation and execution of the various promotions and campaigns.  

DUTIES AND RESPONSIBILITIES

1. Administrative 

• To create and maintain a positive customer-friendly sales environment whilst taking responsibility for the day-to-day maintenance and presentation of the showroom.

• customer service.
• Ensure the complete accuracy of all administration duties to ensure the customer is delivered to ‘right first time’ and to avoid any unnecessary delays.
• Coordinate the deal paperwork for the purchase of used vehicles.
• Liaise with Sales team and complete sales invoicing, ensuring all costs are included.
• Complete all pre-delivery related administration (e.g., vehicle registration, insurance, road tax).
• Prepare all documentation related to vehicle sales-related matters, including invoices, credit notes and debit notes.
• Create and maintain customer records, contacts and enter sales orders.

2. Stock Management 

• Keep stock list records complete and up to date for new and used cars as appropriate.
• Advise the Sales team on matters regarding stock activity so that they are always aware of the current stock status.
• Assist with displays and organization of used car vehicles that promotes an enhanced shopping experience.
• Distribution of new price list and marketing policy.

3. Finance Relationship

• Check for full settlement and perform ownership transfer of used cars.
• Document submission and follow up with financial institutions on loan disbursement.

4. Reporting

• Provide appropriate data input for center financial reporting and customer database management purposes.
• To calculate and submit the monthly commission and incentives for Sales consultants.
• Key in daily sales unit reports onto two servers.
• Key in registration unit reports onto two servers.
• Update all registration reports at the end of the day daily.
• Update Sales Consultant Branch Sales Performance reports onto two servers.
• Manage the stock management system (VSOS), reporting any technical problems as necessary.

5. Supportive

• Provide general support to Sales team, keeping them informed of customer order status and any issues that may arise relating to their sales.
• Liaise with the Sales team and process vehicle orders in line with sales order, demonstrators, or showroom stock requirements.
• Ensure customer complaints are resolved in a professional and timely manner.

6. New Car Sales Admin (Secondary)

• Prepare payment voucher for refund/claims etc. Update payment onto debtors.
• Assist in preparing invoicing and bank loan submission for new vehicle sales.
• Prepare for registration clerks, pictures for registration process and attach with letterheads.
• Pre-documentation check on invoice before passing to salesclerk for process.
• Follow up on bank approvals (BFB/BIBD) and chase for new sales invoicing.

7. Action Oriented

• Demonstrated enthusiasm, drive, and determination to get ahead and pursue goals energetically; shows self-confidence and optimistic outlook; acts initiative and takes responsibility for one’s own work and for the safety of others.

8. Adaptability
   • • Shows awareness for one’s own strengths and weaknesses’ works comfortably in uncertain conditions with no or little direction and information; accepts new ideas and supports changes initiative; adapts or changes one’s opportunities to improve; new techniques.

9. Communication
   • • Encourages communication throughout the organization; shares information with others and clearly communicates awareness of strengths and weakness and admits mistakes; and maintains relationships with people at all levels in the organization.

10. Customer Focus/Quality
    • • Focuses on identifying and meeting customer’s needs by taking their interests and complaints seriously; Delivers prompt, efficient and personalized service; Shows empathy and understanding for others’ views and attitudes; and ensures professional, high quality work standards are met; Accepts criticism without hostility or defensiveness and uses it constructively to move forward.

11. Integrity
    • • Acts consistently in accordance with clear ethics and values and models high standards of behavior for others through one’s own actions; Maintains confidentiality and uploads agreements made with others; Able to relate to people from different cultures; and maintains a balance between work and personal life so neither affects too other negatively.

12. Interpersonal Skills and Teamwork
    • • Identities and uses the most appropriate interpersonal style to suit different circumstances; identifies well with others and can work efficiently in a team; Quickly builds rapport with others; Helps people with individual imitations and supports them through difficult periods; and shows tolerance and consideration for others viewpoint; is able to keep own emotions in check.

13. Time and Task Management
    • • Manages time effectively and shows punctuality; completes tasks on time; structures work activities in a systematic way; Respects and follows company policies; shows organizational commitment; Ensures safety at the workplace; shows receptiveness to being managed and co-operate willingly; Demonstrates detailed job knowledge. Manual; ability and technical expertise in one’s own area.

14. General
    • • Ensures proper documentation of all receiving activities.
      • Ensure and practice the outmost protection of office confidentiality.
      • Ensures the security and maintenance of a clean and organized filing system.
      • Assists in monthly inventory counts and reconciliation.
      • Provide a friendly, courteous, and professional service always.
      • Handles guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found, whilst providing prompt follow-up.
      • Is knowledgeable in statutory legislation in employee and industrial relations, understanding and strictly adhering to rules and regulations established in the employee handbook and the company policies concerning fire, health & safety.
      • To maintain a high standard of personal appearance and hygiene and adhere to the company and department grooming standards.
      • To comply with local legislation as required.
      • To attend training sessions and meetings as and when required.

• • • To be flexible in your job function and perform any other reasonable duties and responsibilities which may be assigned to you, including redeployment to their departments/areas if required, to meet business demands and service needs.
    • Maintains positive guest and colleague interactions with good working relationships.
    • Exercise responsible management and behaviour always and positively representing the company.
    • Respond to request to undertake any reasonable tasks and secondary duties to changes as dictated by the industry, and company.

QUALIFICATION

Education & Experience

• Higher National Technical Education Certificate Holder or equivalent with no work experience. OR
• 2 years of relevant work experiences.

Acquired Skills

• Strong communication and interpersonal skills.
• Ability to identify customer needs and provide appropriate solutions.
• Excellent negotiation skills and a results-driven mindset.
• Knowledge on Microsoft Office.

Licensure

• Driving license, Class 3

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.