We are seeking a detail-oriented and organised Administrative Support professional to join our team here at Hamilton Court. This position is crucial for ensuring smooth administrative operations across both our car sales and service departments. The role will focus on general administration tasks, collation of invoices, management of the vehicle stocking facility, and maintaining accurate records for our in-house warranty scheme.
MAIN DUTIES AND RESPONSIBILITES
Head Office Duties:
1. Vehicle Stocking Management:
1. Maintain accurate records of all vehicles in stock, including VIN numbers, specifications, purchase prices, and status updates.
2. Coordinate with the sales team to update the inventory system with new arrivals, sales, or changes in vehicle status.
3. Organise and maintain records for vehicle acquisitions, sales, and disposals.
2. Sales Documentation Support:
1. Prepare and organise sales documents, agreements, and registration paperwork.
2. Maintain organised electronic and paper filing systems related to car sales, including invoices, contracts, and compliance documents such as HPI checks.
3. Liaise with external partners (finance companies, registration authorities, etc.) to ensure all sales documentation is accurate and completed on time.
3. Inbox Management:
1. Organise and process incoming emails, forwarding documents to relevant departments or platforms and responding to administrative queries.
Garage Service Centre Duties:
1. Warranty Scheme Management:
1. Handle documentation for in-house warranty claims, ensuring accurate record-keeping and timely submission of necessary information.
2. Maintain a customer database to ensure all warranty subscribers are up to date and that payments are processed accurately.
2. Invoice Collation and Processing:
1. Collect, verify, and process invoices related to service, sales, and warranty work.
2. Liaise with the finance department to ensure timely and accurate processing of all invoices.
3. Keep a well-organised filing system for processed invoices and manage any discrepancies.
3. Data and Record Management:
1. Ensure all administrative records related to vehicle sales, service work, and warranties are accurate and up to date.
2. Assist in generating reports for management on sales, warranties, and service-related activities.
Key Skills and Qualifications:
1. Proven experience in an administrative support role, preferably within an automotive, service, or related environment.
2. Strong organisational skills with an attention to detail.
3. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with inventory management or CRM software is desirable.
4. Ability to manage multiple tasks and priorities in a fast-paced environment.
5. Excellent written and verbal communication skills.
6. Ability to work independently and as part of a team.
Additional Information:
1. This role requires occasional travel between two sites our head office based in Horsell and our Garage Service Centre in Lightwater, so access to reliable transportation is necessary.
2. The role offers the potential for growth and development within the company.
Hours: Monday through to Friday: 9 – 5:00
Salary: Up to £25,000 per year
Holiday: 22 days plus public holidays, plus your birthday and your joining anniversary date.
At Hamilton Court we are also very lucky to have a wonderful cook as part of our team, providing scrumptious breakfasts and lunches on Mondays through to Thursdays each week.
Job Types: Full-time, Permanent
Pay: Up to £25,000.00 per year
Additional pay:
* Bonus scheme
Benefits:
* On-site parking
Ability to commute/relocate:
* Woking, GU21 4XS: reliably commute or plan to relocate before starting work (required)
Licence/Certification:
* UK Driving Licence and own a car (required)
Work Location: In person
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