Stock Control, Deal Processing & Warranty Clerk

This is a combined administrative role covering three core dealership functions within an Australian multi-franchise automotive group: Stock Control Deal Processing Warranty Administration This is one position handling all three responsibility areas. The role follows a structured daily workflow: Begin each morning with warranty cap-price servicing processing (approximately 2–3 hours), entering claims into both the manufacturer portal and internal DMS for work completed the previous day Continue with stock control and deal processing tasks for the remainder of the day Work closely with Sales, Finance, Service, Pre-Delivery, and manufacturer representatives to ensure accuracy, compliance, and timely issue resolution The role operates heavily within dealership management systems (DMS), manufacturer warranty portals, and Microsoft Excel. Daily WorkflowStart of Day Process warranty cap-price servicing claims from the previous day Enter claims into both the manufacturer portal and internal DMS Estimated duration: 2–3 hours daily Mid-Morning Onwards Progress into Stock Control tasks Manage vehicle stock entries, deal processing, and inventory workflow activities Throughout the Day Coordinate between Sales, Finance, Pre-Delivery/Service, and manufacturers Escalate discrepancies and variances promptly Responsibility 1 — Stock Control Manage the full lifecycle of dealership inventory from factory ordering to customer delivery Oversee receipt, inspection, and allocation of new and used vehicles Update and maintain vehicle, model, and accessory data in the DMS and manufacturer systems Coordinate vehicle registration with relevant state authorities (e.g. QLD Transport / TMR) Ensure registration paperwork is complete and compliant Track incoming stock, freight, and dealership transfers Allocate vehicles to Sales teams Monitor floorplans and aged-stock positions Coordinate with the Pre-Delivery Inspection (PDI) team and Detailers to ensure vehicles are showroom-ready Reconcile physical inventory against digital records Prepare stock reporting for dealership management and OEMs Responsibility 2 — Deal Processing Audit Sales Contracts and trade-in documents for accuracy and compliance Compile, process, and reconcile Sales Contracts Prepare complete deal packets for accounting and record-keeping Ensure compliance with industry regulations and consumer protection laws Liaise with Sales Managers, Finance Managers, and Admin teams to resolve discrepancies Cost deals accurately and identify duplicate, mismatched, or unusual transactions Responsibility 3 — Warranty Clerk Process cap-price servicing claims daily Enter claims into both manufacturer portals and internal DMS systems Prepare, submit, and track manufacturer warranty claims Ensure claims comply with factory guidelines and requirements Cost repair orders accurately, including labour, parts, and sublets Maintain audit-ready records including customer signatures, parts tagging, and mechanics’ repair stories Coordinate with Service Technicians, Service Advisors, and manufacturer representatives to resolve rejected claims Stay updated on technical service bulletins, factory recalls, and standard repair-time guides Key Performance Indicators (KPIs) Warranty cap-price servicing processed within 24 hours of work completion Manufacturer portal and internal DMS reconciled daily with zero overnight variances Vehicle stock entries completed accurately within 24 hours of arrival or sale Deal packets submitted promptly with no missing documentation Warranty claim rejection rates reduced over time Warranty reconciliation variances escalated promptly with complete audit trails Essential Skills & Experience Previous experience in automotive dealership administration (non-negotiable) Hands-on experience in at least two of the following: Stock Control Deal Processing Warranty Processing Intermediate Microsoft Excel skills (non-negotiable), including: XLOOKUP Pivot Tables Formulas Conditional Formatting Experience using dealership management systems (DMS) such as: Auto-IT Pentana / Tune ERA Titan CDK PBS or equivalent systems Experience working across multiple manufacturer portals Strong attention to detail, particularly with VINs, dates, claim numbers, and dollar amounts Strong written and verbal English communication skills Desirable Skills & Experience Experience with cap-price servicing claim processing Experience reconciling data across manufacturer portals and DMS systems Familiarity with QLD Transport / TMR or equivalent registration processes Prior remote-work experience supporting Australian dealerships or accounts teams Experience working within multi-franchise dealership environments Preferred Behaviours Highly detail-oriented and process-driven Disciplined with structured daily workflows Proactive in identifying and escalating discrepancies Able to manage multiple responsibilities simultaneously Improvement-focused and process-minded Tools & Systems Dealership Management Systems (DMS) Manufacturer warranty portals Microsoft Excel (Intermediate level required) Outlook / Microsoft Teams Shared drives and document management systems