Sales Administrator Jobs

The Sales Administrator is the operational backbone of the dealership's sales department - the person who ensures that every vehicle deal negotiated by the sales team is processed correctly, documented fully, registered accurately, financed compliantly and delivered on time. While the sales executive's focus is on the customer in front of them, the Sales Administrator's focus is on the administrative architecture behind every deal - the DMS entry, the finance documentation, the manufacturer order, the registration, the warranty activation and the handover pack that needs to be correct before the customer takes the keys.

In a busy franchised dealership processing dozens of vehicle transactions each month, the Sales Administrator who keeps every deal on track simultaneously - managing the manufacturer order bank, chasing estimated delivery confirmations, tracking outstanding finance approvals, preparing handover packs, managing part-exchange paperwork and ensuring every file meets the FCA compliance requirements before the vehicle is delivered - is one of the most commercially critical members of the non-selling team. A deal that falls apart at delivery because documentation is incomplete, a registration that was applied to the wrong derivative, a finance proposal that was not compliant with the FCA's Consumer Duty requirements - each of these is a direct cost to the business and a direct impact on customer satisfaction. The Sales Administrator who prevents them is protecting the dealership's revenue and reputation every working day.

Venatu recruits Sales Administrators for permanent and contract roles across franchised car and commercial vehicle dealerships, dealer groups with centralised sales administration functions and automotive retail businesses throughout the UK. This role sits within our car dealership recruitment division. For finance-specific administration roles, see the Finance Administrator page. For the more senior sales department coordination role, see the Sales Controller page.

Who We Recruit For

We place candidates with:

• Franchised car and van dealerships with in-house sales administration
• Franchised commercial vehicle dealerships
• Used car supermarkets and large independent vehicle retailers
• Dealer groups with centralised or satellite sales administration teams
• Automotive subscription and agency model sales operations

Roles We Place

• Sales Administrator
• Vehicle Sales Administrator
• New Car Sales Administrator
• Used Car Sales Administrator
• Sales and Finance Administrator
• Dealership Sales Administrator
• Senior Sales Administrator

Who Can Apply

Sales Administrator roles attract candidates from both the automotive sector and adjacent administrative backgrounds. Strong placements typically come from:

• Experienced Dealership Sales Administrators who want to move to a new employer, a larger operation or an improved package
• Finance Administrators from the dealership's aftersales function who want to move into the sales administration environment, where their DMS knowledge and compliance awareness transfer directly and the deal processing dimension provides a new commercial context
• Dealership Receptionists who have developed strong DMS familiarity and an understanding of the sales department's workflow and want to move into a more commercially embedded administrative role
• Administrative professionals from financial services, property or insurance who have processed high-value transaction documentation under FCA or similar regulatory frameworks and want to apply that compliance-oriented administrative precision in the automotive retail environment
• Parts Administrators who have developed strong DMS competency in the parts function and want to move across to the sales administration environment where the deal processing and vehicle registration dimension adds variety
• Customer service administrators from retail or banking who are highly organised, detail-focused and comfortable managing multiple concurrent tasks under deadline pressure and who want to develop a specialism in the automotive sales administration function

DMS proficiency - Keyloop (CDK), Autoline (Kerridge) or Pinewood - is highly valued and typically provided through employer training where not already held. Understanding of FCA Consumer Duty requirements and motor finance regulation is important and is developed through employer-provided compliance training. Venatu confirms the DMS environment and the balance between new and used vehicle administration with each employer before presenting candidates.

Sales Administrator Salary Guide

Venatu benchmarks total package expectations with each employer before beginning a search. Visit the HR Hub for broader context on automotive dealership administrative role remuneration.

What the Role Involves

Deal Processing and Vehicle Order Management:

• Entering sold vehicle deals into the DMS accurately upon receipt of a signed order form, verifying that all deal elements - vehicle specification, sale price, part-exchange details, finance product and any accessories or service plan - are recorded correctly before progressing the deal
• Placing new vehicle orders with the manufacturer or distributor in line with the sales executive's order confirmation, tracking the order through the build and delivery pipeline, managing estimated delivery date communications and updating the sales team and customer records when delivery timescales change
• Managing the used vehicle order bank, tracking vehicles sourced through the dealer's buying operation, part-exchange appraisals and auction purchases from acquisition through preparation and sale, ensuring each vehicle's status in the DMS reflects its actual position in the process at all times

Finance and Compliance Documentation:

• Preparing finance documentation packs for approved proposals, ensuring all required FCA-compliant disclosure documents, credit agreement paperwork, proposal confirmation and required consumer information are assembled completely and accurately before presenting for the sales executive's signature process with the customer
• Liaising with the finance and insurance lender's administration team to progress proposals through approval, managing any conditions attached to approval and ensuring outstanding documentation requirements are resolved before the handover date
• Maintaining the dealership's FCA compliance records for each finance transaction, ensuring deal files contain the required evidence of the customer's needs assessment, product explanation and disclosure process in line with the Consumer Duty framework
• Flagging any deal file that does not meet the compliance standard to the Business Manager or Sales Controller before the vehicle is delivered, ensuring compliance issues are resolved rather than deferred to a post-delivery discovery

Vehicle Registration and Handover Preparation:

• Registering vehicles with the DVLA through the manufacturer's online registration system or the dealership's own registration facility, ensuring the correct keeper, address and specification details are recorded and that the V5C is applied for correctly at the point of registration
• Preparing handover packs for each vehicle delivery including the V5C registration document, service book, handover checklist, warranty documentation, any accessories fitting confirmation, roadside assistance documentation and any manufacturer welcome or connected services registration materials
• Coordinating the handover date and time with the sales executive and customer, confirming preparation and documentation are complete before the handover appointment and managing any delays or changes in the handover schedule transparently

Part-Exchange Administration:

• Processing part-exchange vehicles through the DMS following the agreed appraisal value, managing any existing outstanding finance on a part-exchange vehicle by liaising with the existing lender for a settlement figure, ensuring the settlement is factored accurately into the deal structure and updating the DMS and deal file when settlement is confirmed

How the Process Works

For employers:

1. Submit a vacancy with the DMS in use, new and used vehicle volumes, any finance administration element and the balance between new and used vehicle processing.
2. We confirm candidate background and DMS knowledge and present a pre-screened shortlist within five working days.
3. Candidates are assessed for DMS competency, documentation accuracy, compliance awareness and ability to manage multiple concurrent deal files.
4. Interview and offer supported by Venatu throughout.

For candidates:

1. Register your CV with your administrative background, any DMS systems used, automotive sector experience and preferred working hours and geography.
2. A Venatu consultant will review your background and contact you directly.
3. Roles are matched to your DMS knowledge, experience level and geography.
4. Venatu manages the process and advises on package expectations ahead of offer.

Browse current vacancies or create a job alert to be notified when relevant roles become available.

FAQ

What does a Sales Administrator do in a franchised dealership? A Sales Administrator processes all vehicle sales deals from signed order through to customer delivery - entering deals into the DMS, managing the manufacturer order bank, preparing finance documentation, liaising with lenders on approvals, registering vehicles with the DVLA, preparing handover packs and ensuring every deal file is compliant with FCA requirements before the vehicle is delivered. The Sales Administrator keeps every deal on track simultaneously across the full sales department pipeline.

What DMS systems does a Dealership Sales Administrator typically use? The most widely used dealer management systems in UK franchised dealerships include Keyloop (formerly CDK), Autoline (Kerridge), Pinewood and Reynolds and Reynolds. Sales Administrators use the DMS to enter deal data, manage the order bank, process part-exchange records, generate documentation and track vehicle status. Most employers provide DMS training during induction. Venatu confirms the DMS environment with each employer before presenting candidates.

Do Sales Administrators need FCA compliance knowledge? Yes. Every vehicle finance transaction in a franchised dealership is regulated under the FCA's Consumer Credit framework and their Consumer Duty requirements. The Sales Administrator who prepares finance documentation packs must understand what is required in a compliant deal file, what needs to be present before a vehicle is delivered and when a file should be flagged to a manager rather than processed as complete. Most employers provide formal FCA compliance training as part of induction. Knowledge developed through prior experience in financial services administration is directly transferable.

What does a Sales Administrator earn in the UK? Experienced Dealership Sales Administrators typically earn between £25,000 and £34,000. Senior Sales Administrators earn between £30,000 and £40,000. Venatu benchmarks package expectations with each employer before beginning a search.

What is the progression from Sales Administrator? Common progression routes include Senior Sales Administrator, Sales Controller and, for those who develop an interest in the commercial sales dimension, Business Manager or Car Sales Executive. Sales Administrators who develop the deepest DMS competency, the most consistent compliance record and an ability to support and organise the sales team's workflow are well positioned for the Sales Controller step.

Register or Enquire

Candidates - Register your CV with your administrative background, DMS systems used and any automotive or financial services experience. Venatu will match you to current Sales Administrator vacancies across franchised dealerships and automotive retailers, including roles not publicly advertised. Browse live vacancies or create a job alert.

Employers - Submit a vacancy or visit the client hub to discuss your Sales Administrator requirements. Our team will respond within one working day.