Admin Stock Controller (Used Cars)

We are currently looking for an Admin Stock Controller (Used Cars) based in Sandton, Johannesburg to join our dynamic team.

The Admin Stock Controller is responsible for the end-to-end administrative, compliance, and system-based control of used vehicle stock across the dealership group — from intake through to sale.

This role is accountable for

• Deal file completion and regulatory compliance (NaTIS, roadworthy, licensing)
• Accurate vehicle data capture and stock records on the DMS
• Physical stock verification and variance investigation
• Coordination of vehicle preparation and floor-to-floor movement
• Accurate invoicing, payouts, and floorplan reconciliation support

You do not manage sales or strategy — you protect the accuracy, compliance, and integrity of the used vehicle stock position.

Stock Control Mandate (5 Core Pillars)

• Accuracy: Ensure 100% accuracy of stock records, deal files, and DMS capture across all systems.
• Compliance: Ensure every vehicle's documentation (NaTIS, roadworthy, licensing) meets legal and OEM requirements before sale.
• Velocity: Process all stock movements, deal files, and invoicing timeously to prevent bottlenecks and exposure.
• Asset Accountability: Ensure all vehicles are correctly recorded, physically verified, and accounted for at all times.
• Financial Administration: Support accurate invoicing, payouts, and floorplan reconciliation through disciplined admin checks.

Key Areas of Responsibility

• Deal File & Compliance Management
• Inventory & System Administration
• Stock Audits & Physical Verification
• Vehicle Movement & Preparation Tracking
• Financial & Invoicing Administration
• Floorplan Reconciliation Support
• Reporting & Administrative Support

Key Areas of Responsibility – Expanded

Deal File & Compliance Management

• Deal Jacket Processing: Verifying sales agreements, proof of ownership (NaTIS documents), and tracking trade-in documentation
• Roadworthy & Licensing: Coordinating roadworthy tests, vehicle licensing, and registration paperwork
• Compliance Checks: Ensuring all vehicles pass police clearances (if applicable) and meet OEM or dealership safety standards

Inventory & System Administration

• System Capture: Inputting comprehensive vehicle data (VIN, engine numbers, and specs) into the DMS (e.g., Automate, Evolve)
• Stock Audits: Conducting physical spot checks against system stock sheets to manage variances and identify ghost inventory
• Movement Tracking: Monitoring vehicle preparation (valet, panel beating, repairs) and floor-to-floor logistics

Financial & Invoicing Duties

• Invoicing: Generating accurate tax invoices, releasing trade-in vehicle pay-outs, and managing retail client payouts
• Floorplan Reconciliation: Balancing physical vehicle stock and related finance liabilities with floorplan providers (e.g., WesBank, MFC)
• Profitability Reporting: Finalising deal files to calculate the gross profit on each vehicle before month-end closures

Stock Reconciliations & Physical Counts

• Prepare monthly stock reconciliations
• Conduct and coordinate monthly physical stock counts
• Investigate and resolve variances
• Ensure all supporting documentation is complete and accurate

Operational & Team Support

• Provide operational and administrative support to the Stock Control Team Leader
• Assist with complex stock, compliance, or invoicing matters
• Execute ad hoc admin and administrative tasks as required

Operating Environment

• Centralised stock control and vehicle administration function
• Multi-dealership exposure
• High-volume vehicle transactions
• Fast-paced, deadline-driven environment
• Periodic travel to dealerships

Minimum Qualifications

• Matric (essential)
• Solid understanding of vehicle documentation and compliance processes (NaTIS, roadworthy, licensing)
• Formal administration, bookkeeping, or related qualification (Advantageous)
• Dealership stock control or admin experience (Advantageous)

Experience Requirements

• Previous experience in dealership stock control, vehicle administration, or a similar admin-intensive environment
• DMS vehicle capture (Automate, Evolve, or similar)
• NaTIS documentation and roadworthy/licensing processes
• Floorplan or invoicing administration
• Comfortable working with high transaction and paperwork volumes

Critical Skills & Competencies

Technical Competencies

• Strong attention to detail
• Reconciliation and documentation discipline
• Vehicle inventory systems
• Vehicle compliance and licensing requirements
• Ability to manage multiple deadlines simultaneously

Behavioural Competencies

• High accountability
• Strong time management
• Problem-solving mindset
• Ability to remain precise under pressure
• Professional communication and teamwork

Digital Proficiency

• Dealership Management Systems (DMS) — e.g., Automate, Evolve
• eNaTIS / vehicle licensing systems
• Advanced MS Excel and reporting tools
• General office and administrative platforms

Salary

• R 15000 – R21 000 p/m basic salary including benefits

The Ideal Candidate Profile

You will succeed in this role if you:

• Take pride in accuracy, structure, and clean execution.
• Are disciplined, methodical, and detail-driven.
• Thrive in fast-paced, high-volume environments.
• Understand that stock and compliance administration is business-critical.
• Are motivated by ownership, accountability, and operational excellence.

If you're a Builder and ready to join a high‑performance team, please send your application to:

***email_hidden*** and we will contact you as soon as possible.