Sales Administrator

What you will do

At Volvo Trucks you will contribute to the transformation of our company, the transport industry and society at large. 

The main purpose of the position is supporting the sales executives as well as the Regional Sales Manager (RSM) to ensure smooth operations including invoicing, requesting quotes and orders, and maintaining accurate records. Utilizing resources effectively and providing exceptional customer service. The department must be compliant with authorization rules, guidelines, policies, and procedures.

Reporting: The role directly reports to the Regional Sales Manager: Northern Region. The Sales Administrator will be based in the required Volvo branch in Johannesburg.

Job Objectives:

• Provide general support to the Sales Executives, responding to queries from potential and existing customers via phone, email, or in person. 
• Assist with the preparation and finalization of sales contracts by completing all necessary documentation related to vehicle orders, including gathering requesting final signatures required from Management, ensuring compliance with VTSA policies, and submitting deal documents to “confirm” the deal.
• Assist with vehicle preparations, and requesting purchase orders for services and fitments, as per the VTSA Procurement policies and customer specification.
• Liaise with logistics team and suppliers to coordinate vehicle deliveries to assist in keeping the orderbook updated.
• Confirm final details with sales executives, required for the sales invoicing request, ensuring accuracy of information and all costs are included, and everything is to the customer        specifications.
• Assist with vehicle preparation for vehicle handover, completing all pre-delivery related administration, including vehicle registration, COF and driver kit bag.
• Assist in arranging vehicle movements to suppliers or customers in line with the commercial offering logistics operating procedure and keeping records of the delivery documentation.
• Submit invoice and Natis registration document to customers and bank and subsequently follow up on the release note and payment.
• Assist in maintain accurate and up-to-date customer records in the VTSA's CRM system.
• Submit monthly reports of vehicles not yet delivered at month end, at the various branches to head office logistics team.
• Assist on occasion with loading information provided for the trade-in to be appraised. Collect all trade-in paperwork, ensuring completeness and accuracy of the trade pack and submitting to Used vehicle division. Follow up on dealer stocked Natis documents, validations and equity payments.
• Order and monitor inventory of driver kits to ensure sufficient stock to meet customer demand. Assist sales executives in ordering additional merchandise.

Who are you?

Do you dream big? We do too, and we are excited to grow together. In this role, you will bring: 

Qualification & Job Experience:

• Matric Certificate or higher.
• Diploma in Office Administration.
• At least 2 years administrative experience in Automotive Industry. 
• 2 to 3 years’ experience in Sales environment (Desirable).
• Computer Literate, Microsoft programs such as excel and other invoicing system.

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.
• Work in accordance with the Volvo Group processes, the Code of Conduct and the Volvo Group Values.

Job Related Skills:

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

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. 

Application Closing Date: 10 July 2026.