Sales and Contracts Administrator

Automotivate is the sourcing revolution that the industry has long craved. We help our customers to find the best deal, locate physical stock, & to ensure they buy the vehicles fit for their purpose. Automotivate was established by a team of experienced commercial vehicle professionals with substantial automotive experience.

We are pleased to recruit for an additional member to our team at our Kidlington location who will become a intrinsic part of our Administration function. Reporting to the Head of Operations, this role will see the successful candidate join a rapidly growing business. The successful candidate will have extensive experience in administration ideally within the automotive sector. They will have a 'can do' attitude and a meticulous nature for detail and accuracy of work.

Key Objectives

* Receive, check and process customer orders.

* Manage and maintain the sales database (CRM system) for the Company.

* Acknowledge all orders placed with the Company: place purchase orders for any sub supply and vehicle fit out. Liaise with customers and suppliers to provide updates and manage delivery to order and proactively identify to Management any discrepancies, errors or shortfalls in order fulfilment.

* Process and issue invoices in respect of all orders and sub supply and monitor payments.

* Tax vehicles and ensure all paperwork relating to vehicles is processed.

* Credit control and chase any outstanding commission values.

Key Tasks

Receive, check and process customer orders

Receive orders placed with the Company. Check for correctness and match to the Company’s quotation and terms and conditions. Confirm the order with the supplier and any sub suppliers and raise purchase orders using Company systems. Refer any queries and discrepancies to the responsible account manager and only proceed once these are clarified.

Manage and maintain the sales database:

Enter details of all orders into the Company’s database and update the record in a timely manner to record all landmark events and order detail (as specified in the database).

Acknowledge, and liaise with customers and suppliers to provide updates and supply to order:

Provide order acknowledgements to salesperson along with confirmation vehicle(s) secured. Monitor and progress orders to ensure delivery commitments are maintained. Liaise with sub suppliers to achieve order processing and delivery in accordance with the order commitment. Refer any discrepancies to the responsible account manager.

Process and Issue Invoices and monitor payments:

Raise invoices in the company system and issue to the customer. Monitor payments and chase all unpaid invoices. Identify to management all overdue payments. Receive invoices from sub suppliers, check for correctness referring any discrepancies back to the sub supplier. Once reconciled enter into the Company system and coordinate their payment with settlement of the associated vehicle order.

Tax vehicles and process paperwork:

Ensure vehicles are taxed as instructed with control of V5 documentation and customer fines