Job Description/Specification:
Al-Futtaim Automotive is seeking a Sales Administrator to support vehicle sales operations in a fast-paced automotive dealership environment. The position focuses on sales documentation, reporting, inventory control, invoicing, vehicle delivery coordination, and system administration.
This opportunity is well suited to professionals with experience in automotive sales administration who are highly organized, comfortable with ERP systems, and able to coordinate efficiently between sales, finance, logistics, insurance, and aftersales teams.
Key Responsibilities
- Prepare daily, weekly, and monthly sales reports while maintaining accurate and timely sales data.
- Update vehicle sales information in dealership management systems and tracking sheets.
- Maintain accurate records for vehicle inventory, new arrivals, transfers, demonstration vehicles, and damaged units.
- Manage SAP stock uploads and ensure inventory information remains accurate.
- Review deal calculations and approved discounts before preparing invoices and related documentation.
- Coordinate vehicle freight, shipment tracking, goods receipt documentation, and related supplier expenses.
- Manage vehicle damage claims and coordinate repairs for vehicles received with damage.
- Raise and monitor pre-delivery inspection requests to help prevent delivery delays.
- Coordinate vehicle insurance, registration, and renewal requirements.
- Monitor demonstration vehicles, approvals, documentation, fuel arrangements, and showroom display requirements.
- Support customer handling, showroom calls, petty cash, purchase orders, and office stock requirements.
- Provide administrative backup across different automotive divisions when required.
Requirements
- Bachelor's degree or diploma in Business Administration, Commerce, Accounting, or a related field.
- Two to four years of experience in sales administration or administrative support.
- Knowledge of automotive sales operations, vehicle documentation, invoicing, and inventory procedures.
- Experience working with ERP systems, particularly SAP, is valuable.
- Strong Excel and general IT skills.
- Experience preparing sales reports and maintaining accurate operational records.
- Ability to coordinate with sales, finance, logistics, insurance, and aftersales teams.
- Strong attention to detail and documentation accuracy.
- Professional communication and customer-handling skills.
- Ability to work effectively in a busy dealership environment with strict deadlines.
Why You'll Love This Opportunity
- Gain experience within a major regional automotive and mobility business.
- Develop practical knowledge across vehicle sales, inventory, finance, logistics, insurance, and delivery operations.
- Work with established automotive brands and structured dealership processes.
- Build valuable ERP, reporting, documentation, and automotive sales administration experience.
- Gain exposure to multiple areas of the vehicle sales lifecycle.
Who Should Apply?
This position is ideal for an organized administrative professional who enjoys working with numbers, documents, systems, and people.
Candidates with automotive dealership experience will have a clear advantage, particularly those who understand the process from vehicle booking through invoicing, PDI, registration, insurance, and final delivery.
The role would also suit sales coordinators, dealership administrators, sales support executives, and administrative professionals who have strong ERP and documentation experience and want to develop their career in automotive operations.
Accuracy and reliability are particularly important because even a small documentation or system error can result in invoicing problems, inventory discrepancies, or vehicle delivery delays.
Skills That Will Help You Succeed
Key skills for this position include:
- Advanced or strong working knowledge of Microsoft Excel
- SAP and ERP system experience
- Automotive sales administration
- Vehicle inventory management
- Sales reporting and data entry
- Invoicing and deal documentation
- PDI and vehicle delivery coordination
- Insurance and registration administration
- Cross-functional coordination
- Customer service and communication
- Strong attention to detail
- Time and priority management
How to Stand Out
Your CV should clearly demonstrate your experience with automotive sales processes and operational systems.
Instead of simply stating "sales administration," mention the specific responsibilities you have handled. For example, highlight experience with SAP, dealership management systems, vehicle inventory, invoicing, PDI coordination, insurance, registration, sales reports, or shipment documentation.
Quantify your achievements where possible. Mention the volume of vehicles or transactions handled, reporting frequency, inventory accuracy, reduction in documentation errors, or improvements in processing and delivery times.
If you have supported multiple divisions or acted as an administrative backup for other teams, include this because it demonstrates flexibility and broader operational knowledge.
Interview Preparation
Be prepared for practical questions such as:
- How do you ensure vehicle sales documentation is accurate?
- What experience do you have with SAP or dealership management systems?
- How would you handle a discrepancy between physical vehicle stock and system records?
- What steps would you take if an invoice contained an error?
- How do you prioritize multiple vehicle deliveries?
- Describe your experience coordinating with finance, logistics, and sales.
- How would you prevent documentation issues from delaying a vehicle delivery?
Use real examples from your previous work and explain how you identified problems, coordinated with other departments, and achieved the required outcome.
Career Growth
Sales administration can provide a strong foundation for progression into roles such as Senior Sales Administrator, Sales Coordinator, Sales Operations Executive, Dealership Operations Specialist, Sales Support Manager, or broader automotive business operations positions.
Experience across sales, finance, inventory, logistics, and customer delivery can also help build a pathway toward dealership and commercial operations management.
Frequently Asked Questions
How much experience is required?
The stated requirement is two to four years of experience in sales administration or administrative support.
Is automotive experience necessary?
Automotive sales experience is strongly relevant because the position involves vehicle inventory, invoicing, PDI, insurance, registration, and delivery processes.
What systems are important for this role?
Strong Excel skills are required, while SAP and dealership management system experience are particularly valuable.
What is the main focus of the position?
The role supports the complete administrative side of vehicle sales, from sales reporting and documentation through inventory, invoicing, PDI, insurance, and delivery coordination.
What type of candidate is likely to succeed?
A highly organized and detail-oriented professional who can manage multiple deadlines, maintain accurate records, and coordinate effectively across several departments.