Administration Assistant

Administration Assistant

Location: Norwest, Sydney

Job Details: Hybrid

Our Story
At Inchcape, we are a global leader in automotive distribution and retail, representing some of the world's most iconic vehicle brands. Our commitment to excellence ensures that we deliver outstanding customer experiences and operational efficiency across our supply chain.

About the role
This role supports Inchcape’s National Administration team across sales and aftersales, providing administrative assistance to internal teams and the dealer network. Responsibilities include daily vehicle invoicing, managing monthly vehicle ordering cycles, checking for irregularities, ensuring policy compliance, and coordinating first‑in‑first‑out inventory movements. The position manages pool stock substitutions, supports dealer vehicle swaps, liaises with Compound staff to prioritise builds, monitors ageing stock, and oversees vehicle transfers. It also works with Logistics and Shipping to confirm accurate transport details. Reporting duties include maintaining weekly sales performance updates, managing dashboards, supporting campaign administration, and assisting with national programs. The role also supports dealers with daily operational enquiries and contributes to policy alignment and broader improvement projects.

Key Responsibilities

• Process daily vehicle invoicing and complete all related administration as directed by national and regional sales leadership.

• Manage monthly vehicle ordering cycles, check for irregularities, ensure dealer compliance, coordinate first‑in‑first‑out inventory, arrange pool stock substitutions, and support dealer swaps.

• Work with Compound teams to prioritise vehicle builds, monitor ageing stock, and coordinate vehicle transfers within and between compounds.

• Liaise with Logistics and Shipping to confirm accurate transport and shipping information.

• Maintain reporting and analysis, including weekly sales performance updates, dashboards, order banks, retail campaign administration, national programs, and retailer performance processes.

• Support dealers and national programs, assist with operational enquiries, coordinate advertising and audit processes, and contribute to the development and rollout of projects and policies across distribution brands.

About you
You are an organised, detail‑focused professional who performs well in fast‑paced environments. With strong planning and coordination skills, you manage multiple priorities while maintaining accuracy. You communicate clearly, work collaboratively, and bring a customer‑centric mindset. Proactive and accountable, you solve problems efficiently and use Microsoft Office—especially Excel—with confidence to deliver reliable administrative support.

• Essential requirements: A valid state or territory driver’s licence, strong planning and execution capabilities, advanced Microsoft Excel proficiency, the ability to manage multiple priorities, a customer‑focused mindset, exceptional attention to detail and a strong sense of accountability.

• Desirable experience: Automotive experience is beneficial but not essential; experience working in high‑pressure environments and managing challenging customer situations is also advantageous.

• Desirable competencies: Strong commercial and business acumen to support informed decision‑making and contribute to operational performance.

• Role expectations: Commitment to continuous improvement, a proactive approach to problem‑solving, and the ability to collaborate effectively across a wide range of internal and external stakeholders.

Start your journey

Worried that you don't meet all the criteria exactly? We encourage you to apply! Your skills and perspectives may be the perfect fit for this role or another opportunity within our business.

Opportunity for everyone

Inchcape is committed to creating an inclusive and diverse workplace where the power of our differences can be embraced and everyone feels they can belong, be themselves and succeed. Click here to learn more about our commitment to Inclusion and Diversity.

About us

Inchcape is the leading global automotive distributor operating in 38 markets. We partner with some of the biggest brands in the business to sustainably power better mobility today and in the future.

Our diverse global team of over 16,000 talented colleagues foster an inclusive and collaborative culture, delivering a brilliant experience for our customers and partners. We're a dynamic and fast-growing business, driving the transformation of our industry and redefining tomorrow. Find out more visit www.inchcape.com

Inchcape Australasia employs over 1,200 team members across Australia and New Zealand. Our portfolio includes vehicle distribution for world-renowned brands, market-leading fulfilment solutions, exceptional retail experiences, and tailored financial services. Learn more about Inchcape Australasia here.

Inchcape Australia is proud to be certified as a Family Inclusive Workplace, recognising our commitment to supporting colleagues with diverse family and caring responsibilities. Here, you’ll be empowered to thrive both at work and at home.