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
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Assist in coordinating the movement of new and used vehicles through each stage of the preparation process.
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Monitor vehicle preparation schedules and update the relevant departments on vehicle progress and availability.
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Liaise with the Sales, Workshop and Valeting teams to help ensure vehicles are prepared within agreed timescales.
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Maintain vehicle preparation lists and daily vehicle movement schedules across both Ballymount sites.
Vehicle & Stock Administration
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Receive new vehicle deliveries and create stock records within the Dealer Management System.
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Check in used vehicle arrivals and ensure they enter the preparation process promptly.
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Maintain accurate vehicle stock records and preparation status.
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Assist with the administration of vehicle stock rotation.
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Ensure vehicle information is accurate and kept up to date.
Workshop Administration
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Create workshop job cards.
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Monitor work in progress and follow up outstanding preparation work.
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Arrange outsourced repair work where required.
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Process valet invoicing against the appropriate vehicle stock numbers.
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Maintain accurate records relating to vehicle preparation activities.
General Duties
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Monitor emails, WhatsApp communications and other internal communications relating to vehicle preparation.
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Provide administrative support to the wider preparation team.
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Drive vehicles between locations when operationally required.
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Carry out additional administrative duties as required.
Skills & Experience
Essential
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Previous administration experience.
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Excellent organisational and time management skills.
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Strong literacy and numeracy.
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Excellent attention to detail.
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Good communication and interpersonal skills.
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Ability to work as part of a team.
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Good working knowledge of Microsoft Office.
Desirable
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Previous experience within the motor industry.
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Experience using a Dealer Management System.
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Full clean driving licence.
Personal Qualities
The successful candidate will be:
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Organised and reliable.
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Eager to learn and develop within the role.
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Able to prioritise workload effectively.
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A strong team player with a positive attitude.
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Comfortable working in a busy, fast-paced environment.
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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
