car360
Vehicle Data & Accounts Administrator
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About the Company
Car360 is a growing vehicle sales business based in Hednesford, specialising in the preparation and sale of used electric vehicles. We take pride in delivering a professional and efficient service, with accurate processes, excellent customer service and a commitment to doing things properly.
The Role
We are looking for an organised Vehicle Data & Accounts Administrator to take ownership of the data entry, record-keeping and administrative processes behind every vehicle we buy, prepare and sell.
This is a key role within the business. You will be responsible for ensuring that every vehicle, deal and payment is recorded accurately and promptly across our stock system, dealer management system, accounts records and internal spreadsheets, so that the rest of the team can rely on the data without question.
Working closely with the accounts team and finance partners, you will keep our records complete, consistent and audit-ready from the moment a vehicle arrives through to sale, delivery and final reconciliation.
What You Will Be Doing
- Data entry and record maintenance – Accurately entering and updating vehicle, customer, deal and payment information across the stock system, dealer management system and internal spreadsheets, and keeping all records consistent between systems.
- Vehicle administration – Adding new stock to the system with complete and correct details, processing V5C and registration transfers, road tax and trade plate documentation, and updating vehicle status as vehicles are prepared, sold and delivered.
- Invoicing – Raising accurate sales invoices for retail, trade and finance-backed sales, including part exchanges, deposits, additional products and correct VAT treatment.
- Deal file administration – Compiling and maintaining complete deal files, including order forms, finance proposals and agreements, identification, warranty paperwork and delivery records, and checking that every file is complete before it is closed.
- Payments and reconciliation – Recording and allocating customer payments, logging part-exchange finance settlements, and maintaining accurate, up-to-date sales ledger records.
- Reporting – Maintaining our Daily Operating Control sheet and other internal reports and checking figures across systems so that discrepancies are identified and corrected quickly.
- Compliance – Ensuring customer and finance documentation is recorded and stored in line with FCA, Consumer Duty and UK GDPR requirements, and supporting audits by producing accurate records when required.
- General support – Responding to colleague and customer queries relating to vehicle records, invoices, finance status and outstanding documentation.
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What We Are Looking For
- Previous experience in a data entry, accounts or administration role. Experience within the motor trade, a dealership or a finance/lending environment would be an advantage but is not essential.
- Fast, accurate data entry with excellent attention to detail and a natural instinct for spotting errors and inconsistencies.
- Confidence working with invoicing, payment allocation and reconciliation, with a willingness to learn VAT and margin scheme calculations if not already familiar.
- Good Excel and/or Google Sheets skills, and comfortable working across multiple systems at once. Experience with a dealer management system, stock system or accounting package such as Keyloop, Drive or Kerridge would be advantageous.
- Strong organisational skills and the ability to keep on top of a steady flow of records, updates and deadlines across multiple live vehicles and deals.
- A methodical, process-driven approach and the discipline to follow procedures consistently.
- Clear and professional written and verbal communication skills.
- An understanding of motor finance documentation, DVLA processes and FCA requirements is desirable.
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What We Offer
- Competitive salary, dependent upon experience.
- A permanent, full-time position within a stable and supportive team.
- Genuine responsibility and ownership within your area of work, with the opportunity to contribute ideas and improve processes.
- Free on-site parking.
- A friendly, professional and supportive working environment.
How to Apply
To apply, please send your CV along with a short covering note outlining your relevant experience to vicky.hodgetts@car360.co.uk.
Car360 is an equal opportunities employer. All applicants must have the right to work in the UK.
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