Midlands Truck & Van Ltd
Sales Administrator
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Sales Administrator
Location: Coventry
Contract: Full-time, Permanent
Working Pattern: On-site
Hours: Monday to Friday, 8:30am – 5:30pm
About Midlands Truck & Van Ltd
Midlands Truck & Van Ltd is an approved Mercedes-Benz Commercial franchised vehicle dealer, with dedicated locations across the Midlands: Wolverhampton, Coventry, Birmingham, Wellingborough, Milton Keynes, Boston, Dunstable & Peterborough.
Representing Mercedes-Benz, we offer a comprehensive range of innovative, efficient and reliable commercial vehicles, from individual vehicle purchases to complete fleet solutions.
Our locations feature manufacturer-certified technicians and fully equipped workshop facilities, providing everything from routine servicing and MOTs through to complex diagnostics and major repairs. We also supply a wide range of Mercedes-Benz Genuine Parts and Accessories and provide 24/7 roadside assistance to help maximise customer uptime.
With more than 550 employees and a strong commitment to our core values of Understanding, Commitment, Honesty and Trust, we pride ourselves on building long-term customer relationships and delivering consistently high standards of service.
The Role
We are looking for an organised, accurate and customer-focused Sales Administrator to join our commercial vehicle sales team in Coventry.
This is a full-time, on-site role providing essential administrative support to the Sales team and ensuring that all documentation, systems and processes are completed accurately and efficiently to support a smooth vehicle handover and exceptional customer experience.
The successful candidate will act as an important link between the Sales team, customers, suppliers, manufacturers, bodybuilders and internal departments, ensuring vehicles progress smoothly from order through to delivery.
Key Responsibilities
- Provide comprehensive administrative support to the Sales team, ensuring all relevant documentation is prepared accurately for an efficient vehicle handover.
- Process and maintain vehicle stock information accurately within the relevant stock database.
- Provide general administrative support to Corporate Sales.
- Act as a point of contact for customers and prospects, providing professional and timely assistance.
- Complete taxation forms relating to applications and refunds, including raising cheques for authorisation and sign-off where required.
- Ensure all vehicles sold from stock are promptly withdrawn from stock records and that the necessary actions are completed to ensure vehicle adoption and payment for new vehicles.
- Locate sold orders that are not currently in stock and arrange the necessary vehicle orders, transfers and payments in line with customer commitments.
- Notify the relevant Sales Executive of any anticipated delays or shortfalls that may affect customer delivery timescales.
- Process all requests for vehicles to be transferred out, ensuring all required documentation is completed, vehicles are removed from relevant stock lists and any necessary payments are received.
- Monitor incoming vehicle deliveries to ensure they correspond with orders placed and ensure accurate vehicle details are added to stock records.
- Complete vehicle invoicing and crediting using Kerridge.
- Complete vehicle taxation using the AFRL system and liaise with VOSA/DVSA where required regarding vehicle alterations.
- Liaise with the Progressor to ensure vehicles are completed and ready for customer delivery within agreed timescales.
- Complete HPI, VMC and NMR checks as required.
- Issue vehicle warranties using AutoProtect.
- Liaise with bodybuilders regarding vehicle progress, specifications and expected completion dates.
- Prepare general correspondence and documentation as requested.
- Maintain accurate records and ensure all relevant systems are updated promptly.
- Ensure all Company policies, procedures and minimum standards are followed within the area of responsibility.
- Ensure compliance with relevant statutory requirements, including Trading Standards, fire, health and safety and other applicable legislation.
- Maintain professional and courteous relationships with all internal and external customers, suppliers and colleagues.
- Ensure the Mercedes-Benz customer experience is delivered consistently across every customer and supplier interaction.
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Knowledge, Skills & Experience
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The successful candidate will ideally have:
- Previous experience in a sales administration, vehicle administration, fleet administration or similar administrative role.
- Knowledge or experience of vehicle sales and fleet administration processes.
- The ability to develop a strong knowledge of commercial vehicle specifications and vehicle ordering systems.
- Experience using computerised business systems and strong keyboard skills.
- Excellent organisational and administrative skills.
- A high level of accuracy and attention to detail.
- Good written and verbal communication skills.
- Excellent telephone and interpersonal skills.
- The ability to prioritise workload and manage multiple tasks effectively.
- A proactive approach, with the ability to identify potential issues and resolve or escalate them promptly.
- The ability to work effectively as part of a busy Sales team.
- A professional, customer-focused approach at all times.
What We Are Looking For
We are looking for someone who is highly organised, detail-focused and proactive, with the ability to work accurately in a fast-paced commercial environment.
You will be comfortable working across multiple systems, communicating with different departments and external partners, and managing deadlines to ensure vehicles are delivered to customers as promised.
Most importantly, you will take pride in providing a high level of service and understand the importance of getting the details right to deliver the premium Mercedes-Benz experience.
Working Hours
Monday to Friday: 8:30am – 5:30pm
Location: Coventry – fully on-site role
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