About Van Haven
At Van Haven, we transform more than just vehicles – we transform customer experiences. As the UK’s leader in bespoke, luxury VW Transporters, we’re growing fast and pushing boundaries. Joining our team means becoming part of a culture that values innovation, craftsmanship, and collaboration. No two days are the same, and every project is an opportunity to leave your mark.
The Role
The Sales Administrator provides administrative and operational support to the Sales Team in the sale and conversion of new and used vehicles, as well as retail conversion work.
The Sales Administrator is responsible for maintaining best practice standards across sales administration. The role supports efficient internal processes that underpin exceptional customer service and overall business performance.
This role is responsible for:
- Managing and distributing sales enquiries via CRM for Sales Manager allocation
- Coordinating stock administration and reporting across new, used, and funded vehicles
- Supporting job card creation for vehicle builds
- Administering payment schedules, warranties, and demo/loan vehicle records
Driving operational compliance and efficiency across all sales processes
Responsibilities
1. Sales Administration
- ·Work with the Marketing team to distribute all new sales enquiries for Sales Manager review and allocation.
- Maintain and update new and used stock records within the DMS and Excel tracking sheets.
- Generate regular stock reports including stock ageing, funded stock by age, and customer payment tracking.
- Create deal files for all vehicles and forward orders in line with sales documentation procedures.
- Support the deal analysis to ensure all costs are correctly allocated to the job.
- Support in producing Sales dashboards for SLT meetings.
2. Financial and Compliance Administration
- Manage vehicle payment scheduling in line with documented company procedures.
- Assist management in reviewing and improving payment processes to ensure compliance.
- Administer new and used vehicle warranties prior to sale in accordance with company policy.
- Ensure all sales related processes adhere to the Van Haven Standard Operating Procedures and company compliance frameworks.
What are we looking for?
We are looking for someone to work part time c. 5 hours/day to cover maternity leave for the next 12 months.
Knowledge, Skills and Experience
- Experience in sales administration, logistics coordination, or automotive operations is desirable
- Strong organisational and communication skills
- Excellent attention to detail and data accuracy
- Proficiency in CRM systems, Excel, and DMS software
- Ability to prioritise tasks and manage multiple streams of work
- Knowledge of vehicle sales and workshop processes (preferred)
- Full UK Driving Licence
- Team player with a positive, proactive attitude
- Trustworthy and dependable
- High attention to detail
- Strong problem-solving ability and adaptability
- Effective communicator across all levels
- Ability to adapt to changing priorities and business needs
Pay: £28,000.00-£30,000.00 per year
Benefits:
- Company events
- Company pension
- Flexitime
- Free parking
- On-site parking
- Referral programme
Work Location: In person
