Assistant Sales Administrator

Job Overview
Zayani Motors is seeking a highly organised and motivated Assistant Sales Administrator Officer to join our Automotive division. This role will provide comprehensive administrative support to the sales team, ensuring smooth and efficient operations. The successful candidate will be a key contributor to the team's success, facilitating sales processes and maintaining accurate records. This is an excellent opportunity to join a dynamic and growing company within the automotive industry.

Responsibilities

• End-to-End Sales Processing: Manage the complete sales closing lifecycle, including invoicing, registration, insurance, and vehicle handover, ensuring accurate entry into the ERP/SAP system.
• Transaction Compliance (SAP): Ensure all sales and subsidy-related financial transactions are accurately processed and recorded exclusively within the SAP system.
• Documentation and Policy: Maintain all records (including sales, petty cash, spare keys, demo records, and traffic/MEAC files) strictly in accordance with company policies and procedures.
• Used Car Loss Reporting: Before issuing an invoice, escalate any potential financial loss on a used car to the Sales Administration Department for review.
• New Car Loss/Under-Budget Profit Reporting: Immediately refer the matter to the Invoicing Department if a new car sale results in a loss or if the actual profit achieved is less than the budgeted amount.
• Insurance Pre-Approval: Obtain prior written approval before finalizing the insurance for any vehicle.
• Stock Location Updates: Collaborate with the Sales Co-ordination Department to ensure the SAP system is updated with accurate car locations. This enables the Accounts Department to provide weekly insured value updates to Insurance Companies via the Automate system.
• Regular Physical Stock Check: Participate in a full physical stock check conducted on the second Friday of every month.
• Vehicle Release Gatekeeper: Ensure no new or used vehicle is released to the customer without a prior approved checklist from the Accounts Department. Report any issues or problems back to the GM or Accounts in writing.
• Incomplete Invoice Prevention: Strictly avoid generating invoices with incomplete or missing customer/car details required by the Automate system (e.g., contact number, address, trade-in mileage, color, etc.).
• Car Arrival Monitoring: Report any delays in the arrival of vehicles, as scheduled per the Letter of Credit (LC), directly to the Accounts Department.

Qualifications

• Proven 1-2 years of experience in a sales administration role, preferably within the automotive industry.
• Strong organisational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, particularly Excel and Word
• Ability to work independently and as part of a team.
• High level of accuracy and attention to detail.
• Strong problem-solving skills and ability to handle multiple tasks simultaneously.
• Knowledge of automotive sales processes would be an advantage.