Sales Admin Specialist 327 views

Job Description

Essential Duties & Responsibilities:

Fleet Management:

• Oversee the company fleet processes, including Company, Demo, Loaner, Airport, and Operating Lease vehicles.
• Arrange comprehensive insurance for all company-owned vehicles.
• Prepare essential documentation for vehicle registration and ensure timely submissions.
• Coordinate the delivery of new vehicles in alignment with allocations, ensuring proper acknowledgment is submitted to the Finance Department.
• Maintain up-to-date user details in the TAMM system, including copies of user IDs, driving licenses, and mobile numbers.

De-Fleet Operations:

• Coordinate with the Finance Department to upload de-fleeted vehicles to the used car stock.
• Cancel comprehensive insurance for de-fleeted vehicles.
• Update critical fleet information in Autoline, ensuring accurate records for company vehicles:
  • User Name & Title
  • Registration & Sequence Number
  • ID and Mobile Number
  • Department & Location
  • Kilometers Driven
  • Book Value

Administrative Duties:

• Handle the processing of NCB deals from branches, verifying proper documentation, and forwarding originals to the NCB Bank.
• Manage the dispatch and receipt of green stickers, registration cards, spare keys, and license plates for all company fleet vehicles through ARAMEX.
• Arrange fleet maintenance approvals in collaboration with the Sales Planning & Administration Manager.
• Maintain detailed records of insurance invoices, payments, and credit notes, ensuring reconciliation with the Finance Department.
• Organize and file key fleet documents, including spare keys, original registration cards, and insurance certificates.
• Procure and manage office supplies and ensure adherence to BMW standards for filing and documentation.

Quality Assurance:

• Ensure the accuracy, quality, and integrity of all data and reports produced by the Sales Administration Department.
• Meet all internal and external reporting deadlines.
• Ensure compliance with principal deadlines for all tasks.

Additional Responsibilities:

• Perform tasks requested by the Sales Planning & Administration Manager.
• Support and uphold the company’s commitment to excellence in fleet operations.

Skills & Qualifications:

• Strong communication skills, including proficiency in English (verbal and written).
• Proficient in Microsoft Office applications.
• Knowledge of JLR systems and processes.
• Familiarity with the Autoline Drive DMS system is preferred.
• Excellent time management and organizational skills.

Join our dynamic team and contribute to maintaining high standards in fleet management while driving operational efficiency!

Position Title: Fleet Coordinator
Employment Type: Full-Time
Company Overview: Automotive Dealership & Distributor with 500+ employees