Sales and Leased Fleet Administrator Jobs – Victoria Motors Limited (VML)

Job Title:  Sales and Leased Fleet Administrator

Organisation: Victoria Motors Limited (VML)

Duty Station: Kampala, Uganda

About Organisation:

Victoria Motors Limited (VML) is one of the oldest General Machinery companies which was incorporated in 1980 in Uganda.

Job Summary:   Victoria Motors Limited is seeking to recruit young dynamic energetic, results oriented individuals to fill the position of a Sales & Fleet Administrator reporting to the Sales & Marketing Manager in Victoria Motors Limited.

The Sales and Leased Fleet Administrator plays a crucial role in supporting the sales team by managing administrative tasks, coordinating customer interactions, and ensuring smooth sales and delivery processes, They support the Sales & Marketing Manager in managing leased fleet operations, ensuring efficiency, compliance, and excellent customer service. This role requires strong organizational skills, attention to detail, and the ability to collaborate with multiple departments.

Key Duties and Responsibilities:

Sales Support

• Customer Inquiry Management: Handle customer inquiries, provide product details, and schedule test drives.
• Quotation & Contract Preparation: Assist in preparing sales quotations, contracts, and agreements.
• Sales Documentation: Ensure all sales paperwork is completed accurately and in compliance with policies.
• After-Sales Support: Address post-sales customer inquiries and issues.

Order Processing & Inventory Management

• Sales Order Processing: Process sales orders and coordinate with the Sales Manager for vehicle availability.
• Vehicle Allocation: Work closely with the logistics team to allocate vehicles based on sales commitments.
• Stock Management: Update and maintain vehicle stock records to reflect real-time availability.

Customer Relationship Management (CRM)

• Database Management: Maintain and update customer records in the CRM system, follow up on sales leads.
• Follow-Ups: Track leads, follow up on pending inquiries, and ensure smooth customer communication.
• Customer Service: Provide after-sales support and assist in resolving customer concerns.

Logistics & Delivery Coordination

• Delivery Scheduling: Coordinate vehicle deliveries with the Clearing team, sales team and customers.
• Shipment Tracking: Monitor vehicle shipments and inform customers of delivery timelines.
• Handover Documentation: Ensure all necessary documents are completed before vehicle delivery.

Vehicle Handover

• Pre-Delivery Inspection: Ensure trucks meet customer specifications before delivery.
• Storage Maintenance: Monitor maintenance of bonded trucks.
• Modifications & Adaptations: Oversee any required modifications before handover.
• Testing & Functionality: Ensure all trucks are tested and functional before delivery.
• Handover Process: Manage and execute the truck handover process with customers.

Finance & Payment Processing

• Payment Processing: Assist customers with financing options and coordinate payments.
• Invoice Management: Generate invoices and ensure payment records are accurately maintained.
• Compliance & Reporting: Ensure adherence to dealership financial policies and procedures.

Administrative Support

• Reporting: Generate sales performance reports and maintain accurate records.
• Office Coordination: Support sales staff with administrative duties and office supplies.
• Event & Marketing Support: Support marketing team in organizing promotional events, exhibitions, and marketing campaigns.

Fleet Management

• Fleet Performance Management: Oversee the overall performance and efficiency of the leased fleet.
• Driver Recruitment & Management: Assist in recruiting qualified drivers and ensuring adherence to strict SOPs.
• Maintenance & Repairs: Ensure proper maintenance, servicing, and repairs of the leased fleet is done to minimize downtime.
• Roadside Assistance: Support in managing roadside rescue for breakdowns.
• Compliance: Ensure compliance of all the leased fleet with transport laws and licensing requirements.
• Ensure all vehicles are comprehensively insured at all times.
• Fuel Management: Develop strategies for better fuel efficiency and monitoring consumption.
• GPS & Tracking: Utilize GPS systems for vehicle monitoring and theft prevention.
• Insurance & Accident Management: Oversee insurance claims and accident-related processes.
• Telematics Reports & Driver Training: Generate and share monthly reports with customers. Work with the fleet manager to develop and recommend training strategies based on performance data.
• Invoice Management: Work with accounts team to ensure monthly invoices are generated and sent to the customers in time. Ensure payment records are accurately maintained.

Qualifications, Skills and Experience:

• Bachelor’s degree in Business Administration/Studies, Marketing, Procurement, Commerce, Marketing, Economies, & Development Economics, International Business, Business Statistics, Sales & Marketing, Public relations or a related field.
• Previous experience in sales administration, logistics coordination, fleet management or customer service (preferably in the automotive industry).
• Knowledge of commercial vehicles and dealership operations is an advantage.

Key Competencies & Skills

• Automotive Sales Knowledge: Understanding of commercial vehicles and dealership sales processes.
• Customer Service: Ability to build and maintain strong customer relationships.
• Communication: Strong verbal and written communication skills.
• Organizational Skills: Ability to manage multiple tasks efficiently and meet deadlines.
• CRM & Software Proficiency: Experience with CRM software, Microsoft Office, and inventory management tools.
• Attention to Detail: Ensuring accuracy in order processing and documentation.
• Team Collaboration: Ability to work cross-functionally with sales, logistics, and finance teams.

Person Specifications:

• Should be energetic with a high degree of innovativeness, creativity and ambition.
• Should have a high degree of integrity, excellent interpersonal, communication and presentation skills.
• Must be able to meet set targets.

How to Apply:

Interested Candidates should send in their applications and CV’s through to the Group Head Human Resource Manager on email [email protected]

Deadline: 28th March 2025

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