Job Introduction
Pentagon Motor Group have an exciting new opportunity for an experienced Administrator to join our West Hallam based Fleet Department!
Are you:
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Main Purpose of the Role
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Support the Business Development Managers by helping with quotes, stock, and customer enquiries.
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Manage a group of key fleet accounts, making sure everything runs smoothly from order to delivery.
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Keep lease companies and customers happy by hitting service targets and responding quickly.
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Work closely with different teams to make sure vehicles are delivered on time and any issues are sorted fast.
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Keep systems like Smartsheets and Kerridge up to date with accurate info for forecasting and reporting.
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Help drive sales by managing surplus stock, arranging demos, and supporting the wider sales team.
Key Responsibilities
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Support Business Development Managers with car and LCV sales, including quoting, stock checks, and general account assistance.
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Manage a portfolio of key fleet accounts, ensuring stock lists are shared regularly and all enquiries are handled quickly and accurately.
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Use Leaselink and other systems to raise quotes, process orders, and manage the full order journey from enquiry to delivery.
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Meet SLA and KPI targets set by lease companies and customers, ensuring high levels of service and communication.
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Work closely with internal teams (sales, logistics, admin, etc.) to ensure smooth vehicle deliveries and customer satisfaction.
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Keep Smartsheets, Kerridge, and other systems updated with accurate data for forecasting, reporting, and tracking progress.
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Respond to customer queries in a timely and professional manner, keeping them informed throughout the process.
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Book and amend deliveries for cars and LCVs, and ensure all vehicle payments are received in line with agreed terms.
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Arrange vehicle demos, fitments, and conversions where needed, and manage any related logistics.
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Proactively manage and sell surplus stock to support sales targets and reduce aged inventory.
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Monitor internal processes related to fleet accounts and suggest improvements where needed.
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Prepare reports when needed on account activity, performance, and forecasting.
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Attend online and in-person meetings with customers and suppliers when required.
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Ensure debts related to sales are correctly followed up and chased in line with terms
Health, Safety & Site Standards
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Adhere to all site rules and safe working practices at all times.
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Keep work areas clean, organised, and compliant with health and safety requirements.
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Take reasonable care for the health and safety of yourself and others who may be affected by your work.
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Report any hazards, incidents, or unsafe conditions promptly.
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Support the Operations Management Team in promoting a safe working culture and continuous improvement.
Key Performance Objectives
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Customer Enquiry Handling - Respond to customer enquiries within 24 hours (email) and leaseink/lease co enquiries within 2 hours to maintain strong service levels and customer satisfaction.
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Order Accuracy & Timeliness - Ensure quotes and orders are processed accurately through Leaselink or manually, completed within agreed timeframes.
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System & Data Management - Keep Smartsheets, Kerridge, and other systems fully updated, with weekly checks to ensure forecasting and reporting data is accurate and current.
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Sales Support & Stock Management - Contribute to monthly sales targets by proactively managing surplus stock and supporting Business Development Managers with account activity.
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Ensure that vehicle sales debt is managed – payment prior to delivery if required, or within customer terms
Aptitude & Competencies
- A motivated and reliable individual with a determination to succeed.
- Ability to work on own initiative and under pressure, responding calmly and logically to challenges.
- Demonstrates integrity, teamwork, and clear communication with colleagues and customers.
- Quality-focused with strong attention to detail.
- Excellent verbal and written communication skills.
Other Duties
May be required to take part in Stock check on site/off site where needed
For more information on why becoming a member of the Pentagon Motor Group team is an amazing career choice head over to our website!
https://www.pentagon-group.co.uk/recruitment
