Sales Admin Associate

The Sales Admin Associate manages the complete administrative process for vehicle sales, ensuring all transactions are accurately documented, compliant, and finalized promptly. This role supports both buyers and sellers by coordinating essential documentation, payment processing, vehicle handovers, logbook transfers, and insurance, while also maintaining CRM records. The associate collaborates closely with the Sales, Finance, and Inspection teams to provide a smooth customer journey.

1. Oversee the entire administrative process for vehicle sales, from agreement signing to successful handover.
2. Act as the main administrative contact for buyers and sellers, offering timely updates and resolving transaction-related questions.
3. Inform parties about documentation needs, timelines, and subsequent steps in the sales process.
4. Prepare, issue, and manage all sales documents using PandaDoc, ensuring all necessary signatures are obtained.
5. Verify and accurately record Know Your Customer (KYC) documentation within the Admin App.
6. Keep customer records precise, compliant, and ready for audits.
7. Monitor and resolve any pending documentation to avoid processing delays.
8. Arrange ownership transfers, confirm acceptance of ownership, and manage physical logbook collection.
9. Organize vehicle handovers following the official Handover Checklist.
10. Assist customers with NTSA/eCitizen procedures and resolve any transfer-related problems.
11. Monitor outstanding logbooks and proactively follow up to reduce backlogs.
12. Initiate and coordinate seller payments with the Finance team until completion.
13. Confirm payment completion and distribute relevant transaction confirmations to involved parties.
14. Arrange insurance cancellation for sellers and ensure buyers have active insurance before vehicle collection.
15. Maintain comprehensive and accurate records in the CRM and Sales Admin Master Tracker.
16. Ensure transaction data is current, dependable, and suitable for operational reporting.
17. Identify and implement practical improvements for workflow inefficiencies in collaboration with Sales, Finance, and Operations teams.

1. Hold a business-related degree or possess equivalent relevant work experience.
2. Have a minimum of two years' experience in sales administration, operations, customer support, finance support, or a comparable administrative position.
3. Be proficient in using Microsoft Office and Google Workspace suites.
4. Demonstrate experience with CRM and document management tools, such as PandaDoc.
5. Be familiar with NTSA/eCitizen platforms and Know Your Customer (KYC) documentation procedures.
6. Possess excellent communication and interpersonal abilities.
7. Exhibit strong organizational skills and meticulous attention to detail.
8. Prior customer service experience is considered an advantage.