Automotive New & Used Vehicle Stock Controller - Stellenbosch, Western Cape

Key Responsibilities:
Vehicle Stock Management

• Maintain accurate records of all new and used vehicle inventory
• Capture and update vehicle details on the Dealer Management System (DMS)
• Ensure correct allocation of vehicles to sales orders

• Process vehicle invoices (new and used) accurately and timeously.
• Ensure all supporting documentation is complete:
• Manufacturer invoices
• Vehicle registration documents
• Delivery notes
• Proof of payment
• Verify VIN numbers, model specifications, and pricing accuracy

• Capture and update vehicles on systems
• Ensure compliance with OEM audit requirements and stock reporting standards
• Manage vehicle status updates (in transit, in stock, sold, delivered)

• Reconcile vehicle stock with floorplan finance providers
• Assist the Financial Manager with stock-related reconciliations and reporting
• Identify and resolve discrepancies between DMS, OEM systems, and accounting records

• Coordinate vehicle receiving process:
• Physical inspection for damages
• Verification against delivery documentation
• Record vehicle movements (inter-branch transfers, demo units, etc.)
• Ensure vehicles are correctly stocked in the system upon arrival

• Conduct regular physical stock counts and reconcile variances
• Prepare monthly stock reports for management and OEM
• Support internal and external audits (including OEM compliance audits)

• Capture trade-ins and used vehicle purchases accurately
• Ensure costing, reconditioning, and pricing are correctly recorded
• Maintain complete documentation for each used vehicle file

• Ensure adherence to dealership policies, POPIA, and audit controls
• Maintain filing systems (digital and physical) for all vehicle records
• Support continuous improvement of stock control processes

• Sales Filing – (Digital & Physical)
• NPS & Response Rate Online Sheet Management
• Insurance – Vehicles over R2’000’000.00 Process
• Spare Key + Ancillary (Manuals & Etcetera) Control
• Sales Daily Activity Online Sheet Management (MOD’s)
• Demo, Courtesy Mileage Update Management

• Stock accuracy rate (system vs physical)
• Invoice processing turnaround time
• Audit compliance score (OEM & internal audits)
• Floorplan reconciliation accuracy
• Stock aging and turnover ratios

• Grade 12 (Matric) – essential
• Diploma or Certificate in Accounting, Business Administration, or similar (advantageous)

• Minimum 2–5 years’ experience in a vehicle dealership stock control role
• Experience within a premium/luxury brand environment (preferred)
• Motor Industry experience Essential!

• Proficient in Dealer Management Systems (e.g., Kerridge, Autoline, Evolve, etc.)
• Strong MS Excel skills (reconciliations, reporting)
• Understanding of accounting principles related to stock and invoicing

• High attention to detail and accuracy
• Strong reconciliation and analytical skills
• Ability to work under pressure and meet deadlines
• Excellent organizational and administrative skills
• Strong communication and teamwork ability
• High level of integrity and accountability

• Office-based within dealership environment
• Interaction with Sales, Finance, Service, and OEM representatives
• May require extended hours during month-end or audit periods