Sales Administrator - Automotive Dealership

Sales Administrator
- Automotive Dealership Job Snapshot
- Role:
Sales Administrator

- Location:

Doha, Qatar
- Industry: Automotive
- Function:
Sales Support-Assistance

- Experience:

2-4 years in sales administration or administrative support
- Job Type: Full Time
- Work Arrangement:
On-site

• Country:
  Qatar
• City:
  Doha
• Industry: Automotive
• Function:
  Sales Support-Assistance
• Salary:
  Not disclosed
• Gender: No Preference
• Candidate Nationality:
  Not specified
• Job Type: Full Time
• Work Arrangement:
  On-site

Al-Futtaim Automotive is seeking an organized and detail-oriented Sales Administrator to support its automotive dealership operations in Doha, Qatar. The role is responsible for managing sales documentation, vehicle inventory records, invoicing, reporting and administrative processes to ensure smooth vehicle sales and deliveries. Working closely with Sales, Finance, Logistics and Aftersales teams, the Sales Administrator will coordinate activities throughout the customer journey, from vehicle booking and order processing to pre-delivery inspection, registration and final delivery.

The position requires accurate data entry, effective use of dealership management and ERP systems, and strict adherence to internal procedures and manufacturer requirements. The successful candidate will have 2-4 years of relevant experience, strong Excel and ERP skills, and practical knowledge of automotive sales administration, inventory management and vehicle documentation.

• Sales Administration and Reporting
  • Prepare and submit daily, weekly and monthly internal and external sales reports.
  • Update daily sales information accurately in the GAC Dealer Management System (DMS) and live tracking sheets.
  • Maintain complete and accurate sales records to support dealership operations.
  • Ensure reports are submitted within established deadlines.
  • Maintain 100% on-time report submission with zero data mismatches and no backlog entries.
  • Coordinate with the Sales team to verify transaction details and reporting information.
  • Support timely completion of sales administration activities across the dealership.
• Vehicle Inventory and Stock Management
  • Maintain accurate inventory records covering vehicle sales, new arrivals, transfers, demonstration vehicles and damaged units.
  • Perform SAP stock uploads for the department.
  • Maintain the required inventory accuracy target of 99%.
  • Update stock information in relevant dealership and business systems.
  • Coordinate with internal departments to resolve inventory discrepancies.
  • Monitor vehicle stock movements and maintain accurate supporting records.
  • Ensure vehicle inventory information remains current and reliable for operational reporting.
• Sales Documentation and Invoicing
  • Review vehicle deal calculations and discounts for accuracy.
  • Verify required approvals before processing sales invoices.
  • Issue SAP and manual bank invoices following Finance approval.
  • Ensure invoices are prepared accurately and issued within agreed service level timelines.
  • Maintain the required standard of zero invoicing errors.
  • Coordinate with Sales and Finance teams to resolve documentation or invoicing discrepancies.
  • Maintain complete transaction records to support internal controls and audit requirements.
  • Ensure sales documentation follows applicable company procedures and approval requirements.
• Vehicle Logistics and Freight Coordination
  • Prepare vehicle templates and documentation required for freight activities.
  • Track vehicle shipments and maintain relevant shipment information.
  • Review Goods Receipt Notes (GRNs) and related documentation.
  • Submit freight, customs duty and vendor invoices for expense posting.
  • Coordinate with Logistics and Finance teams regarding vehicle-related expenses and documentation.
  • Maintain accurate records of vehicle movements and freight transactions.
  • Support timely completion of logistics administration to avoid operational delays.
• Vehicle Damage and Claims Coordination
  • Coordinate repairs for vehicles received with damage at the port.
  • Communicate with relevant departments regarding repair requirements.
  • Monitor damage-related claims and follow up until closure.
  • Maintain appropriate records and supporting documentation for claims.
  • Support timely resolution of vehicle damage issues affecting sales and delivery activities.
• Pre-Delivery Inspection and Vehicle Delivery
  • Raise and manage Pre-Delivery Inspection (PDI) requests.
  • Coordinate with relevant operational teams to support timely vehicle preparation.
  • Monitor PDI progress and follow up on…