Sales Administrator at Volvo Group March, 2025

Job Objectives:

• Provide general support to the Sales Executives, responding to queries from potential and existing customers via phone, email, or in person. 
• Assist with the preparation and finalization of sales contracts by completing all necessary documentation related to vehicle orders, including gathering requesting final signatures required from Management, ensuring compliance with VTSA policies, and submitting deal documents to “confirm” the deal.
• Assist with vehicle preparations, obtaining quotes from suppliers and requesting purchase orders for services and fitments, as per the VTSA Procurement policies and customer specification.
• Liaise with logistics team and suppliers to coordinate vehicle deliveries to assist in keeping the orderbook updated.
• Confirm final details with sales executives, required for the sales invoicing request, ensuring accuracy of information and all costs are included, and everything is to the customer specifications.
• Assist with vehicle preparation for vehicle handover, completing all pre-delivery related administration, including vehicle registration, COF and driver kit bag.
• Assist in arranging vehicle movements to suppliers or customers in line with the commercial offering logistics operating procedure and keeping records of the delivery documentation.
• Submit invoice and Natis registration document to customers and bank and subsequently follow up on the release note and payment.
• Submit supporting documentation reflecting vehicle details required for After Sales systems according to VTSA Warranty Binder ( Co-pilot and VDA+) and Maintanance schedule ( VOSP).
• Assist in maintain accurate and up-to-date customer records in the VTSA’s CRM system.
• Submit monthly reports of vehicles not yet delivered at month end, at the various branches to head office logistics team.
• Assist on occasion with loading information provided for the trade-in to be appraised. Collect all trade-in paperwork, ensuring completeness and accuracy of the trade pack and submitting to Used vehicle division. Follow up on dealer stocked Natis documents, validations and equity payments.
• Order and monitor inventory of driver kits to ensure sufficient stock to meet customer demand. Assist sales executives in ordering additional merchandise.

Who are you?

Do you dream big? We do too, and we are excited to grow together. In this role, you will bring: 

Qualifications:

• Matric Certificate or higher.
• Diploma in Office Administration.
• At least 2 years administrative experience in Automotive Industry. 
• 2 to 3 years’ experience in Sales environment (Desirable).
• Computer Literate, Microsoft programs such as excel and other invoicing system.