Sales Coordinator

5 months ago

Oakville, Canada AWIN-Mercedes Benz Oakville Full time

Mercedes-Benz Oakville is currently looking for a Sales Coordinator to join their amazing team
- ** Job Purpose**

The Sales Coordinator assists the Sales Management Team to ensure efficient administrations of all Pre-Owned vehicles for the Sales Department. This includes reception assistance as required.

The objective of the Sales Coordinator is to provide assistance to the Sales Managers by completing administrative tasks, thereby allowing them to concentrate on revenue generating tasks, while still ensuring every customer in the showroom is greeted and directed to the proper personnel. Additionally, the Sales Coordinator is responsible for various administrative tasks associated with stocking and maintaining inventory logs, systems, etc.

**Responsibilities**

Daily:

- Checks daily reports for invoices and hands out accordingly (Sales)
- Prepare PO’s in ADP and have sales manager to sign off.
- Updates repair orders and charges updates info in 180.
- Preparation of files for the New & Pre-Owned Sales Department.
- Handling of Dealer Trade invoicing (done through 180 & ADP/CDK).
- Preparation of Dealer Trade Vehicles (done through 180 & ADP/CDK).
- Co-ordination of Dealer Trade pick-ups.
- Preparation of Dealer Trade requisitions.
- Daily check on vehicle arrivals to see if any car that have arrived are sold via AIM
- Up to date knowledge of current/pre-owned sales programs.
- Inventory maintenance; ADP/CDK and 180 must match AIM Inventory Report. Base prices and options must be accurate.
- Inventory and maintenance; All demos must be properly tagged in ADP/CDK and 180 with accurate mileage.
- Stock in all arrived stock/sold units delivered by (new vehicles), and vehicles coming from Manheim, Openlane, and various other sources of Pre-owned Vehicles.
- Daily licensing (if necessary) - make sure all required licensing is done on time and all documents that are required are done.
- Receive all delivered files from Sales Consultants and make sure all files are collected according to Daily Activity Report, divide and photocopy all
- necessary paperwork for Credit funding and leave files in Business office commissioning.
- Input all internal service invoices provided by Service Manager into 180.
- Manage all proper information and maintain Garage book(s):New, Pre-owned and Wholesale.
- Pre-owned updating in ADP/CDK - Stocking Pre-Owned vehicles, as well as booking Wholesale Units.
- Assist any duties required from the Business Office and Accounting Department. i.e. Filing.
- Back-up reception when necessary, this includes handling the phone system.
- Cross-train, as necessary, new & current employees (as deemed by Management) in regards to both your role, but also particular functions, such as ADP/CDK updates, stocking units, etc.

Weekly:

- Maintenance of inventory; ensuring all vehicles from AIM are in ADP/CDK and 180 and all costs are updated.
- Bi-Weekly Inventory Report (New & Pre-Owned) - Submit to New Vehicle Sales Manager.
- Accounts for all documents; ensures that none are missing and are all processed correctly.

Monthly:

- At the beginning of every month, an inventory internal audit must be performed. Complete new and pre-owned car schedules must be printed and analyzed.
- Accounts for all documents; ensures that none are missing and are all processed correctly.
- Co-ordinate with Lot Attendant to complete the inventory audit to ensure all vehicles are accounted for. This is physical audit that must be done each month (touch & feel).
- Dealer Plate inventory, maintaining the log. This should be a physical audit, making sure you touch & feel each plate.
- Submit the final results to Sales Manager.
- Complete RDR count as per Manager Instructions (done per occurrence as deals get delivered).

***Other duties:

- Handle of dealer trades(Co-ordination of dealer trades, Transferring units through BBSS, Preparation of the vehicle, Cheque request, Stocking in and out the dealer trade)
- Daily check on vehicle arrivals (Sold & Stock)
- ITC - Transport damage claim submission
- Social Media (Instagram & Facebook)
- Order office supplies for Sales & Parts
- Prepare all key tags, windshield tags for all New vehicles and stocking them into Keytrak
- Order & Amending vehicles in Vista
- In house licensing
- RDR New & Pre-Owned vehicles
- Trade Rev(Licensing & Mailing out the ownerships)
- Lease extensions (Providing screenshots for CDLSI)
- Enter Vista pipeline into RDR log for each month
- Order/Build Vehicles for Retail units
- Inspect New vehicles when they land (If required)
- Cross reference Exporter list with every client for shippable vehicles

**Qualifications**
- Valid Ontario G Driver’s License.
- Attention to detail.
- Strong organizational skills.
- Collate and record information accurately.
- Maintain accurate records.
- Logical and systematic.
- Ability to maintain filing systems and database.
- Work to deadlines and targets.
- Ability to work efficiently in a high-pressure environment.
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