Job Description

Organization

Volvo Trucks

Position Description

The main purpose of the position is supporting the sales department by ensuring smooth operations, including invoicing, creating orders, and maintaining accurate records. High levels of Administration Skills, accurate paperwork, and an effective filing system are required. The role requires utilizing resources effectively, costing invoices to a high standard, and providing exceptional customer service. The department must be compliant with authorization rules, guidelines, policies, and procedures.

Reporting: The role is based at Volvo Group Southern Africa Pty headquarters and reports directly to the Sales and Logistics Manager or a suitable position.

Job Objectives:

• Oversee quality assurance, control, and customer service regarding the entire invoicing process.
• Collaborate with Dealer sales team to complete sales invoicing, ensuring all costs and documentation are included and to ensure vehicles accurately and timeously.
• Ensure required documentation is available in the deal file before invoicing and keep record of all deal files for audit and tracking purposes.
• Ensure client invoicing deadlines are met daily/weekly/monthly.
• Ensure adherence to proper invoicing procedures and assist with enhancement and development of new processes.
• Create purchase orders to suppliers for recon and fitments; ensuring that each payment has an order number and is linked to a chassis.
• Completes all pre-delivery related administration relating to the Introduction and Release of Vehicle on ENatis by Capturing of manufacturer data, filing, and maintaining accurate records.
• Create purchase orders to suppliers for recon and fitments; ensuring that each payment has an order number and is linked to a chassis and according to the Provisions on all vehicles deal agreement.
• Verify discrepancies and resolve vehicle billing issues and clarify/resolve any invoice queries should they arise.
• Create Gifting and Merchandise orders for the Sales team on approval according to individual budget, keeping sales informed son order status and update the expense file with each order.
• Assist with ad-hoc administrative tasks from time to time.
• Build good supplier relationships, maintaining a professional reputation as an ambassador for VGSA.

Qualification & Job Experience:

• Matric Certificate or higher.
• 2-3 years' experience in similar role.
• Computer Literate, Microsoft excel and other invoicing system.
• Knowledge of the Automotive Industry.

Job Related Skills:

• Team player.
• Confident and proactive approach anticipates issues and requirements.
• Excellent organisational skills.
• Good customer service skills.
• Strong documentation skills.
• Attention to Detail.

Key Competencies:

• A true team player with strong interpersonal skills - including excellent written and oral communication with the ability to communicate appropriately with all levels of management and colleagues.
• Highly competent with digital & IT tools, including Office 365 and Volvo Group related systems.
• Flexibility, energy, and time management skills with the ability to deal with changing deadlines and priorities and a Flexible approach to working hours.
• Technical awareness of motor vehicles, analytical and administrative skills.
• Ability to work as a team player within a busy department.
• Able to work unsupervised and to strict deadlines.
• Ability to work calmly in an environment that can be pressured.

Short listed candidates must complete and sign personal verification permission, consent and indemnity declarations, to inter alia perform reference, criminal, credit, qualification, vetting process (if applicable to position) and any other checks deemed necessary.

Volvo Group Southern Africa (Pty) Ltd is an affirmative action, equal employment opportunity employer. We encourage people with disability to apply.

Functional Area

Sales

Travel Required (maximum)

Occasional Travel

About us

We value your data privacy and therefore do not accept applications via mail.

Who we are and what we believe in
Our focus on Inclusion, Diversity, and Equity allows each of us the opportunity to bring our full authentic self to work and thrive by providing a safe and supportive environment, free of harassment and discrimination. We are committed to removing the barriers to entry, which is why we ask that even if you feel you may not meet every qualification on the job description, please apply and let us decide.

Applying to this job offers you the opportunity to join Volvo Group. Every day, across the globe, our trucks, buses, engines, construction equipment, financial services, and solutions make modern life possible. We are almost 100,000 people empowered to shape the future landscape of efficient, safe and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents with sharp minds and passion across the group's leading brands and entities.

At Volvo Trucks you will be part of leading the way towards a sustainable transport industry. For nearly a century we have been innovating for people - to make life easier, better and safer. Driving progress is our promise to customers, to the industry and to society. At Volvo Trucks we share a curiosity to learn, we work with passion and we embrace change to stay ahead. Join us, together we move the world we want to live in.

Employment/Assignment Type

Regular

Last application date

24-Nov-2023

Volvo Group