Sales Administrator

Location Audi Southampton
Working hours Full Time
Salary TBC
Closing date 21/02/2018

Automotive retailer Harwoods Group, represents prestigious car brands Aston Martin, Audi, Bentley, Jaguar and Land Rover, as well as the truck brand MAN. We have eighteen businesses across Sussex, Surrey, Kent and Hampshire.

Established since 1931, we are a successful and progressive third generation family owned business and rank #11 in the Sunday Times ‘Top Track 250’, which league tables the UK’s private companies with a turnover of <£650m and <5,000 staff. In 2016 our turnover was £630m and we employed 900 people.

Our vision is to ‘create memorable experiences’, as we believe our primary role is to add maximum value to the customer journey. We also aim to make working at Harwoods as memorable and enjoyable as possible and benefit from above average employee engagement.

With 98% of staff scoring positively when asked ‘I am fully committed to doing my best for the company”, we’re a safe bet for a job and career.

Southampton Audi was purchased by Harwoods from the Testwood Motor Group in 2004 and is situated in the Chandlers Ford area of the city, servicing Southampton, Winchester and territory stretching east towards Fareham and west into the New Forest. We operate a large retail sales department, along with a hugely successful service operation. In all we have a team of around 70 people. Southampton Audi also acts as the head office for our corporate sales division and will be responsible for the purchase and delivery of over 1,500 new Audi company vehicles.

Job Purpose

The role of the Sales Administrator is to:

  • Be responsible for all administrative aspects of the order, supply and payment of new and used vehicles from within the business, in accordance with company and franchise processes and policies.
  • Develop effective manufacturer contact to deal effectively and efficiently with queries and requests to ensure total customer satisfaction at all times.


All Harwoods employees are expected to comply with/adhere to all Harwoods policies and procedures and any additional manufacturer requirements relevant to their role.

Person Specification


  • Proof of Right to Work in the UK.


Skills & Knowledge


  • Smart appearance.
  • Competency in numeracy, literacy and IT.


Harwoods has 5 key competencies which describe the behaviours expected of all employees.For this role we are looking for applicants who can demonstrate all of the competencies below at the level described, as per the attached competency framework.

Delivering Memorable Customer Service

Provides customer service which creates ‘memorable experiences’ through meeting and exceeding customer expectations.


Team Member

High Performing Teams

Supports others to continuously improve performance. Seeks feedback on own performance, takes responsibility for own development & demonstrates Harwoods values.

Commercial and Operational Excellence

Understands the drivers of business performance and uses them to optimise commercial opportunities. Plans and manages processes, resources workflows efficiently.

Innovation & Improvement

Demonstrates openness to change and improvement. Proactively looks for more effective ways of doing things.

Brand Aligned

Knowledgeable of, aligned to and ambassador for the brand and adheres to brand standards.

Key Responsibilities

  • Use relevant systems/vehicle files for processing new (and used) fleet vehicle orders to support the sales function. Set up and maintain customer information accurately including key contact details, to ensure high quality data for reporting.
  • Ensure all vehicles are funded appropriately and any issues in this regard notified to the Sales Manager immediately.
  • Complete and submit the relevant forms via AFRL to conform to legislation (V55, Vehicle Tax).
  • Ensure all monies are physically received in respect of manufacturer support bonuses and reconcile these correctly on the DMS.
  • Carry out HPI checks on part exchange vehicles as required and report findings.
  • Raise relevant internal paperwork (purchase invoices, cheques, finance documents) ensuring accuracy at all times.
  • Ensure all queries are handled pro-actively, promptly and accurately.
  • Maintain safe working practices and ensure compliance with the policies, processes and standards of the business.
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