29/01/2026
VACANT POSITION
SALES ASSISTANT
POSITION: ADMIN/SALES ASSISTANT
BRANCH: HINO ORANJE
DEPARTMENT: ADMIN
CLOSING DATE: 11 FEBRUARY 2026
APPLICATIONS TO: PIETER VAN BURICK
E-MAIL: [email protected]+
APPLICATION SUBJECT IN EMAIL: Application for Admin / Sales Assistant - HAM
PURPOSE OF POSITION :
• Responsible for the vehicle administration of the branch.
• To assist the sales executives.
• To provide filling/admin assistance and to carry out administration functions within the business operation
MINIMUM REQUIREMENTS:
• Grade 12 qualification/ equivalent
• Experience with Drive and E-Toyota will be a plus.
• Computer literate.
• Good verbal and written and communication skills in English and Afrikaans
• Previous experience using Autoline /Drive and invoicing vehicles will be preferred
• Clean criminal record
• Exposure to sales/finance environment, preferably in the motor industry will be beneficial
• Computer literacy and a minimum of three years in secretarial administration, preferably in the motor industry
KEY DUTIES AND RESPONSIBILITIES
• Efficient management of vehicle invoices.
• Accurate processing of vehicle costs.
• Accurate forecasting and efficient inventory management.
• Optimization of vehicle order accuracy.
• Accurate stock movement control.
• Ensure own inter-departmental relations are of high standards.
• Stock new and used vehicles as per correct documentation and open file
• Control demo vehicles – make sure demo lists are up to date
• Make sure demo vehicle keys, licences etc are locked and controlled
• Make sure all vehicle details are correct
• Invoicing vehicles as per OTP only when signed by manager & F&I
• Ensure that OTP details correlate with invoicing, print profit invoice
• Make sure all costs are accounted for via estimates
• Issue orders as per cost sheet on vehicles to parts, workshop or supplier as needed
• Obtain invoices and process correctly to creditor (receive & verify)
• Process petrol slips to individual vehicles and departments (delivery & collection)
• Make sure all costs are costed within 60 days
• Attend to head office queries – with regards to department creditors
• Make sure unbid with HPI has been done on used trade-ins and buy outs
• Filing and maintaining of all vehicle related documents and files
• Filing should be efficient, effective, and up to date and readily available
• Creating new files for all new stock – make sure copy of natis and dealer stock is in file (used vehicles)
• Ensure that dealer stocks are done on all buy ins and trade –ins (and copy in file)
• Stock take & file stock checks (2 weekly/monthly)
• Instructions and delegation of drivers to various destinations and ensuring they have necessary documentation and funds to carry out their duties (obtaining slips and reconcile back to petty cash)
• Screen calls and assist/ delegate to appropriate staff when necessary
• Receive visitors courteously and ensure they are well looked after and attended to promptly
• Report directly to sales manager / dealer principal
• Ad hoc admin/ other responsibilities as and when required, as per management discretion
• Ensure that all necessary documents are in the deal file before invoicing and after delivery
• Assist Sales Consultants with license and registration documentation and ensure that all relevant and correct documents are attached.
• Log calls and tickets for all deposits and vehicle payments received on debtors
• Before delivery, ensure that all relevant deposits have been cleared in our bank account (debtor’s management).
• Attend all sales meetings, product/ business updates and training courses as required by management.
• Attend all Health & Safety meetings and keep file up to date.
• Ad hoc admin/ other responsibilities as and when required.
