The Role

Working closely with the Sales, Workshop and Valeting departments, you will support the day-to-day administration of vehicle preparation, ensuring accurate records are maintained and vehicles progress efficiently through the preparation process.

This is a varied role requiring excellent organisational skills, attention to detail and the ability to manage multiple tasks within a busy dealership environment.

Key Responsibilities

Vehicle Preparation

• Assist in coordinating the movement of new and used vehicles through each stage of the preparation process.
• Monitor vehicle preparation schedules and update the relevant departments on vehicle progress and availability.
• Liaise with the Sales, Workshop and Valeting teams to help ensure vehicles are prepared within agreed timescales.
• Maintain vehicle preparation lists and daily vehicle movement schedules across both Ballymount sites.

Vehicle & Stock Administration

• Receive new vehicle deliveries and create stock records within the Dealer Management System.
• Check in used vehicle arrivals and ensure they enter the preparation process promptly.
• Maintain accurate vehicle stock records and preparation status.
• Assist with the administration of vehicle stock rotation.
• Ensure vehicle information is accurate and kept up to date.

Workshop Administration

• Create workshop job cards.
• Monitor work in progress and follow up outstanding preparation work.
• Arrange outsourced repair work where required.
• Process valet invoicing against the appropriate vehicle stock numbers.
• Maintain accurate records relating to vehicle preparation activities.

General Duties

• Monitor emails, WhatsApp communications and other internal communications relating to vehicle preparation.
• Provide administrative support to the wider preparation team.
• Drive vehicles between locations when operationally required.
• Carry out additional administrative duties as required.

Skills & Experience

Essential

• Previous administration experience.
• Excellent organisational and time management skills.
• Strong literacy and numeracy.
• Excellent attention to detail.
• Good communication and interpersonal skills.
• Ability to work as part of a team.
• Good working knowledge of Microsoft Office.

Desirable

• Previous experience within the motor industry.
• Experience using a Dealer Management System.
• Full clean driving licence.

Personal Qualities

The successful candidate will be:

• Organised and reliable.
• Eager to learn and develop within the role.
• Able to prioritise workload effectively.
• A strong team player with a positive attitude.
• Comfortable working in a busy, fast-paced environment.
• Committed to delivering a high standard of accuracy and administration.

Hours of Work

Monday – Thursday: 8:30am – 5:00pm

Friday: 8:30am – 4:00pm

39 hours per week