Vehicle Administrator

Lookers Colchester JLR are recruiting for a meticulous detail-focused Vehicle Administrator to join us on a part-time, permanent basis. You will provide an exceptional administrative experience to our Sales team, ensuring all admin tasks associated with Sales Departments are completed accurately and on time. You will have access to in-house training opportunities and will learn from our established and dedicated Sales and Administration teams.

Our Sales Administrators support the day-to-day running of our operational department by providing high-quality administrative support to our Sales Executives in our busy Ford division. They are knowledgeable and capable of working at pace whilst providing a first-class service. In this role you must ensure that orders meet the specification of the vehicle and that customers are updated regarding delivery and any time management issues that may arise.

• Accurately add vehicles to stock records
• Maintain and update vehicle stock records
• Ensure all vehicle documents (V5s, MOT history, service records) are complete, accurate and securely filed
• Tax all sold vehicles in advance of delivery
• Promptly create accurate sales invoices, aligned with customer order forms
• Verify documentation and payment before vehicle release to customers
• Work in a digital environment (uploading paperwork and documents to online platforms)
• Order new vehicles with the manufacturer
• Ensure payment requests are raised and submitted in a timely manner (finance settlements, used car purchases, PDI payments)
• Determine various support money issued by the manufacturer and ensure it is taken as profit in the correct selling month
• Arrange collection and delivery of vehicles from across the country
• Provide cover to another retailer remotely when required due to annual leave
• Build up an understanding of the demonstrator process and when defleet support is applicable (including adding correct amount to the record)

• Previous experience in an administrative role is essential
• Strong attention to detail and excellent organisational skills
• A proactive, can-do attitude with the ability to work effectively in a fast-paced team environment
• Strong interpersonal and communication skills
• Experience using Kerridge/Drive is an advantage, but not essential – full training will be provided

This role requires you to have strong administration skills and prior demonstrable experience in a similar role. You must be an excellent communicator with a professional telephone manner, and have the ability to build effective relationships with key stakeholders. You will be highly motivated, enthusiastic and have a strong desire to provide exceptional customer experiences and to go the extra mile.

It is essential that you are computer literate and proficient in using Microsoft Office (including Excel and Word). Additionally, previous experience using Kerridge/ADP would be highly advantageous. You will have strong organisational skills and pay close attention to detail. You must be able to demonstrate an ability to work successfully as a team player as well as manage your own workload.

About us:

We are one of the top three automotive retailers in the UK, proudly representing 32 manufacturer brands, selling a huge range of new and used vehicles from over 150 dealerships across the UK and Ireland. We believe our people are our greatest asset, and we’re committed to recognising the valuable contribution each person makes. That’s why we continue to invest in a leading rewards and benefits package designed to support your career, wellbeing and life outside of work.

• Competitive salaries with structured pay scales and progression as you grow within the business
• Generous annual leave that increases with your length of service
• Enhanced family leave, including 6 months’ full pay for maternity and adoption leave, and 2 weeks’ full pay for paternity leave
• Access to Techscheme for discounted technology purchases with flexible payments

• Eyecare vouchers to help cover vision care needs
• Smart Health – 24/7 access to GP services to support your mental and physical wellbeing
• Dental insurance for everyday dental care…