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Fleet Sales Administrator

  • Job added:   23 September 2021
  • Salary :   0
  • Job Type :   Other
  • Reference :   InAutomotive-261559
  • Company :   Harwoods Group
Automotive retailer Harwoods Group, represents prestigious car brands Aston Martin, McLaren, Audi, Bentley, Volvo, Jaguar and Land Rover, as well as the truck brand MAN. We have eighteen businesses across Sussex, Surrey, Kent and Hampshire.

Our vision is to ‘create memorable experiences’, as we believe our primary role is to add maximum value to the customer journey. We also aim to make working at Harwoods as memorable and enjoyable as possible and benefit from above average employee engagement.

With 98% of staff scoring positively when asked ‘I am fully committed to doing my best for the company”, we’re a safe bet for a job and career.

Southampton Audi was purchased by Harwoods from the Testwood Motor Group in 2004 and is situated in the Chandlers Ford area of the city, servicing Southampton, Winchester and territory stretching east towards Fareham and west into the New Forest. We operate a large retail sales department, along with a hugely successful service operation. In all we have a team of around 70 people. Southampton Audi also acts as the head office for our corporate sales division and will be responsible for the purchase and delivery of over 1,500 new Audi company vehicles.

The role of the Fleet Sales Administrator Assistant is to:

Be responsible for all administrative aspects of the order, supply and payment of new vehicles from within the business, in accordance with company and franchise processes and policies.


All Harwoods employees are expected to comply with/adhere to all Harwoods policies and procedures and any additional manufacturer requirements relevant to their role.

Person Specification


Proof of Right to Work in the UK.


Previous automotive administration role essential

Skills & Knowledge


Smart appearance.

Competency in numeracy, literacy and IT.


Understanding of basic vehicle design, function and location of parts.


Harwoods has 5 key competencies which describe the behaviours expected of all employees. For this role we are looking for applicants who can demonstrate all of the competencies below at the level described, as per the attached competency framework.

Delivering Memorable Customer Service

Provides customer service which creates ‘memorable experiences’ through meeting and exceeding customer expectations.

High Performing Teams

Supports others to continuously improve performance. Seeks feedback on own performance, takes responsibility for own development & demonstrates Harwoods values.

Commercial and Operational Excellence

Understands the drivers of business performance and uses them to optimise commercial opportunities. Plans and manages processes, resources workflows efficiently.

Innovation & Improvement

Demonstrates openness to change and improvement. Proactively looks for more effective ways of doing things.

Brand Aligned

Knowledgeable of, aligned to and ambassador for the brand and adheres to brand standards.

Key Responsibilities

Contact customers to carry out order confirmations

Communicate with our leasing company partners via phone, email & on their online platforms

Process new car orders from quote stage through to delivery

Order cars on the Audi UK ordering system (SLI)

Work with our internal dealer management system (Pinnacle) for vehicle stocking, orders and invoicing

Book in vehicles for Pre delivery inspection

Register cars on AFRL, invoicing and processing handover paperwork

Complete weekly status reports for our leasing companies

Work to strict service levels and company guidelines, ensuring that we deliver the best possible service to our customers

Process delivery paperwork for to ensure timely invoice pay-outs

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