Administrator: Vehicle Invoicing and Licencing - Cape Gate

Motus Toyota Cape Gate currently holds a vacancy for an Administrator: Vehicle Invoicing and Licencing reporting to the Manager: Finance

The person in this position will be responsible for invoicing and registering vehicles, registering warranties and processing sales journals and stock sheets.

• Receive and ensure that vehicle deal files are signed by the Dealer Principal and Sales Manager
• Ensure that relevant documentation is on file (OTP, any trade-in documentation, cost sheets, Client’s ID, change of ownership signed)
• Complete stock card and obtain books and documents from Stock Controller
• Invoice vehicle according to OTP including sundries after verifying that figures are correct
• Enter deal file in register and D.O.C
• Complete change of ownership
• Verify if there are any monies outstanding on trade-ins
• Bring trade-in into stock by noting in the stock book and capturing on computer system
• Complete and stamp service book
• Ensure that deal file has duplicates of ID, of trade-in registration and of new vehicle registration
• Capture invoice credit notes, sundry invoices and sundry credit notes in respective journals (ensure that all costs are reflected)
• Verify that the sales journals balance after every transaction
• Ensure that at month-end the sales journal agrees with D.O.C and with Manager’s D.O.C
• Print month-end journals for Accountants
• Enter in stock book and computer system all movement of vehicles (in and out)
• Print stock sheets for Managers and Dealer Principals weekly
• Retrieve e-mail information and distribute
• Update DIMS (Dealer Information Management System)
• Submit fleet claims monthly within Toyota prescribed time limits
• Note, follow up and re-submit (if necessary) fleet claim rejections
• Open vehicle debtor accounts
• Follow up on outstanding accounts for vehicle debtors and attend to vehicle debtor’s inquiries
• File invoices and receipts
• File vehicle deal files
• Receive, allocate and follow up on traffic violations
• Assist the Stock Controller and the Financial Manager
• Perform any other reasonable duty which may be required from time to time

KNOWLEDGE, SKILLS AND QUALIFICATIONS:

• A minimum of Grade 12
• Computer Literate – Excel & MS Word
• Clear Criminal Record
• Attention to Details
• Knowledge of Kerridge and E-Toyota is essential
• Good Interpersonal & Communication Skills with ability to operate under pressure and in a team environment