Sales and Rental Administrator

Salary: £26,400 per year

Andy File Associates Limited are working as a Recruitment Agency on behalf of our client with regards this permanent position
Role and responsibilities
Working as part of the sales and rental teams your role will be the carrying out (but not restricted to) the invoicing of customer orders, managing deals through to conclusion, confirming receipt of vehicle funds, clear vehicles from stock plans, requesting finance quotes, ensuring both Navigator and Prohire are accurate and up to date, chase up customers that have missed rental payments, prepare forecasting and reports where required.
Being accountable for your own standard of work you will make sure daily tasks are completed in the required timescale to ensure the Finance Department meets its obligations of producing timely and accurate information to the management team and owner.
Ensure that all our customers, both external and internal receive the best possible service from the Finance Department. Given the nature of sensitive information handled ensure full confidentiality at all times. Responsible for carrying out all tasks and duties in line with company policies and procedures and accountable for making sure all company standards are met.
Daily duties
* The timely raising of vehicle sales and pack invoices, ensuring they are accurate at all times.
* Post vehicle payments to the appropriate vehicle and ensure all debtors balances have been received prior to vehicle handover.
* Work with the sales executives in managing the vehicle debtors, ensuring it is accurate at all times.
* Remove and add vehicles to the company’s stocking facilities in a timely and accurate manner, following the correct process.
* Assist with the stockplan auditors on their regular visits.
* Work with sales executives on preparing monthly sales reports, commissions for payment and any other reports as required.
* Bring part exchanges into stock on Navigator and fund where appropriate.
* Request and update stock sheets as required from suppliers.
* Load all new vehicles on to Navigator.
* Set up vehicles with finance in time for scheduled vehicle delivery dates, this involves collecting vehicle quotes from suppliers and sending them to the relevant rental company to obtain a quote. Finance to be set up once approved.
* Ensure all data in Prohire is up to date allowing reports to be run quickly and accurately.
* Update the rental stock list and delivery list to keep accurate records of vehicles available for rental.
* Keep the customer finance data within Prohire up to date e.g. match customer payments to invoices.
* Process the speeding and parking fines in a timely manner.
* Follow up customers who have missed payments via the direct debit system for rental payments or fines.
* Maintain and amend Timetastic as required.
* Handling of incoming phone calls.
* Help in other areas of the Sales and Rental Departments when needed.
* Responsible for the ordering of company stationery and catering supplies.
* Maintain a high standard of Health & Safety compliance.
* Keep working area clean & tidy.
* Continuous improvement of company practices.
* Maintain a high level of customer service.
* Maintain the client’s brand and values.
* Complete all work within required timescales and job times