Executive PA & Motor Dealership Office Operations Administrator

About the Role

Driven Landjets / Driven Motor Group is looking for an exceptionally organised, proactive and reliable Executive PA \& Dealership Operations Administrator to join our team.

This is a key position within our business, working directly with the company director while also supporting our sales team and vehicle preparation manager.

We are looking for someone who takes ownership, stays on top of the detail and makes sure things get done.

This is not simply a receptionist or basic administration role. We need someone switched\-on, confident and highly organised who can become the organisational backbone of our office and dealership operation.

You will be involved across the business — from PA duties and dealership paperwork to supporting vehicle sales, monitoring vehicle preparation, managing DealerKit and dealing with our eBay sales.

No two days will necessarily be the same.

This is a full time position Monday\-friday our opening hours are 8am\-6pm

Key Responsibilities

PA \& Office Support

● Provide day\-to\-day PA support to the company director

● Manage appointments, meetings, reminders and follow\-ups

● Assist with emails, telephone calls and correspondence

● Keep track of outstanding tasks and ensure they are followed through

● Liaise with customers, suppliers, garages and other third parties

● Maintain organised records, spreadsheets and internal systems

● Assist with general office management and administration

● Help improve administrative systems and processes as the business grows

Dealership \& Sales Administration

● Complete and organise vehicle sales and purchase paperwork

● Maintain accurate customer, vehicle and deal records

● Assist with invoicing and general dealership administration

● Deal with V5s and other vehicle documentation

● Ensure deal files are complete, accurate and correctly organised

● Support the sales team throughout the sales process

● Chase outstanding customer paperwork, documentation and payments

● Help coordinate vehicle collections, deliveries and customer handovers

● Make sure nothing required to complete a vehicle sale is overlooked

Vehicle Preparation Support

You will work closely with our vehicle preparation manager to help keep vehicles moving efficiently through the preparation process.

Responsibilities will include:

● Tracking vehicles through preparation

● Monitoring MOTs, servicing, mechanical work, bodywork and valeting

● Following up outstanding work

● Liaising with suppliers, workshops and other third parties

● Keeping the relevant team members updated

● Helping ensure vehicles are ready for their agreed handover dates

DealerKit

DealerKit is a central part of our dealership operation and will be used daily in this role.

You will use DealerKit across areas including vehicle and stock management, customer enquiries, deals, reservations, customer records, vehicle preparation, purchasing, invoicing, finance administration, warranties and reporting.

Previous DealerKit experience would be a advantage.

We would particularly like to hear from applicants who have already used DealerKit within a motor dealership and can confidently work with the system from day one.

Experience using another automotive Dealer Management System (DMS) would also be beneficial.

eBay Sales \& Online Orders

You will also take responsibility for the administration and day\-to\-day management of our eBay sales.

This will include:

● Monitoring and processing eBay orders

● Responding to customer messages and enquiries

● Preparing invoices and relevant paperwork

● Checking stock and availability

● Organising dispatch, collection or delivery where required

● Following orders through from sale to completion

● Assisting with eBay listings where required

● Professionally dealing with any customer queries or issues

Previous experience managing an eBay businessor another online marketplace would be an advantage.

About You

We are looking for someone who is:

● Exceptionally organised

● Proactive and able to work on their own initiative

● Meticulous with paperwork and attention to detail

● Confident chasing people and following tasks through to completion

● Comfortable taking responsibility rather than waiting to be asked

● Professional and confident when dealing with customers

● Able to prioritise multiple tasks in a busy environment

● Confident using computers, email, Excel and business systems

● Reliable, punctual and trustworthy

● A strong communicator both verbally and in writing

● Comfortable working directly with the company director

● Able to work across different areas of the business and keep everyone organised

Experience We’re Particularly Interested In

Previous motor trade / car dealership experience is highly desirable.

We would particularly like to hear from applicants with experience in any of the following:

● DealerKit

● Car dealership administration

● Vehicle sales administration

● Dealer Management Systems (DMS)

● Vehicle stock administration

● Vehicle preparation administration

● eBay business selling / marketplace administration

● PA / Executive Assistant roles

● Office management

● Automotive sales support

Existing DealerKit experience will be considered a significant advantage.

The Person We’re Looking For

Ultimately, we want someone who can become a trusted and important member of the business.

On any given day, you could be organising the director’s workload, checking that a salesperson has completed a vehicle deal correctly, processing an eBay order, chasing paperwork from a customer, updating DealerKit, speaking to a supplier or checking with the prep manager that a vehicle will be ready for handover.

We’re looking for the type of person who doesn’t like seeing things left unfinished.

You’ll enjoy being organised, solving problems, keeping on top of multiple jobs and, just as importantly, keeping everyone around you organised.

For the right person, this is an opportunity to take ownership of an important role within Driven Landjets / Driven Motor Group and become a key part of our team as the business continues to grow.

How to Apply

Please apply through Indeed with your CV and a short introduction explaining your relevant experience and why you believe you would be a good fit for the role.

If you have previous DealerKit experience, please make this very clear in your application and tell us how you have used the system in your previous role.

Please also highlight any previous experience within the motor trade, dealership administration, eBay sales, PA/EA work or office management.

We look forward to hearing from you.

Pay: £30,000\.00\-£35,000\.00 per year

Work Location: In person

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