Sales & Registration Coordinator

What you will do

Primary Purpose
Plan, monitor and coordinate order-to-cash cycle for new truck sales, ensuring every vehicle is built, costed, invoiced, registered and delivered on time, to specification, and in full compliance with VGA policies and customer expectations. 

Key Responsibilities

• Facilitate the end-to-end coordination workflow, meeting departmental KPIs and delivery deadlines.
• Check the truck order pack against order criteria, secure purchase orders/body build slots and adjust plans as requirements change to protect promised delivery dates.
• Create and amend purchase requisitions/orders for internal and external suppliers, ensuring correct cost allocation and authority compliance.
• Ensure the upfront completion of IM / Direct Sales information for each deal (including all provisions) to reflect profitability of the respective deal upfront.
• Engage transport contractors, raise dispatch release instructions and book vehicle movements between suppliers, confirming readiness at each step.
• Maintain delivery schedules, order tracking and forecasting tools; monitor factory release, local build “GOK” and arrival milestones.
• Safeguard the accuracy of invoicing and costing data, manage credit/debit adjustments, and support balance sheet deviation analysis.
• Invoicing truck per customer requirements – including body, accessories and trailers where applicable
• Prepare complete registration packs, verifying VIN/chassis data, ADR compliance and customer details.
• Secure compulsory third-party insurance (CTP) and calculate all relevant fees and duties.
• Lodge registrations through each state portal (RMS, TMR, VicRoads, Service SA, DOT WA, etc.) and track plate allocation.
• Monitor lodgment status and resolve data mismatches or system errors swiftly.
• Maintain up to date knowledge of state transport legislation, privacy laws and chain of responsibility obligations.
• Safeguard personal information in accordance with privacy policies and records management standards.
• Obtain and manage the customer’s Letter of Authority (LOA) to facilitate vehicle registration.
• Raise purchase requisitions and goods receipt invoices for registration and plate costs, ensuring correct GL allocation.
• Reconcile plate registers and registration cost ledgers weekly, investigating discrepancies promptly.
• Manage plate stock: order, receive, securely store, issue and reconcile plates; coordinate destruction/return of obsolete plates in line with state regulations.
• Process de-registrations and plate cancellations for returned units or customer order cancellations, ensuring system and ledger accuracy.
• Calculate and verify compulsory third party (CTP) premiums and stamp duty amounts for each jurisdiction, raising correction journals where required.
• Maintain accurate registration data in Volvo systems for audit readiness.
• Provide timely advice on registration requirements, costs and lead times to Sales Coordinators, Account Managers and dealerships.
• Finalise each sale transaction by activating vehicle warranty and posting sales registration.
• Support weekly sales estimates and long term delivery forecasts to key stakeholders.
• Build productive relationships with dealers, suppliers, transport partners, Key Account Managers and Retail Sales Representatives; manage escalations and customer specific delivery expectations.
• Provide regular progress updates, risk flags and mitigation plans to sales teams and management.
• Champion process reviews and best practice initiatives; maintain and improve work instructions for all sales coordination procedures

Who are you?

Qualifications & Experience

• Experience in vehicle registration, compliance or sales administration functions within the commercial vehicle or transport industry.
• Certificate III in Motor Vehicle Registration Services (or equivalent) – desirable.
• Excellent problem-solving ability.
• Advanced organisational and administration skills with meticulous attention to detail.
• Ability to work autonomously, using initiative.
• Basic mechanical knowledge of heavy vehicles – desirable.
• Ability to work flexibly in a team environment.
• Ability to work with long time frames whilst also ensuring tight deadlines are met.
• Customer service oriented.
• Commercial focus on cost control, purchasing and margin protection.
• Ability to build and maintain productive working relationships with stakeholders at all levels within the organisation.
• High levels of integrity.
• Exposure to manufacturing, logistics, scheduling or transport industries – advantageous.

What’s in it for you?

We offer a solid package of compensation and benefits, plus you will enjoy:  

• Volvo Group Australia is committed to flexible working arrangements, helping employees to achieve their work–life goals
• Career development with global prospects
• Competitive remuneration with additional superannuation
• A strong commitment to safety and your wellbeing
• An inclusive workplace culture focused on quality, customer service and the environment
• Service recognition
• A commitment to equal opportunity and equal outcome

Ready for the next move?

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