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About the Role

The Dealership Administration Manager is responsible for facilitating end-to-end administration and supporting operational processes for dealerships in New South Wales. This role ensures accurate processing of vehicle acquisitions, sales, registrations, settlements, compliance, and financial administration, while maintaining exceptional attention to detail and adherence to policies.

Responsibilities

• Manage the end-to-end vehicle acquisition process.
• Ensure accurate entry of vehicles into Eclipse via Eval Expert.
• Verify vehicle build dates, compliance dates, and specifications for Virtual Yard accuracy.
• Complete PPSR checks on all purchased vehicles.
• Ensure prompt transfer of NSW registered vehicles into dealership ownership.
• Manage interstate vehicle acquisitions and registration issues.
• Coordinate removal and replacement of number plates.
• Manage the New Stock Arrivals communication tool, updating stock information.
• Monitor and investigate outstanding encumbrances.
• Prepare vehicle contracts from Offer to Purchase documentation.
• Create complete electronic deal packs for every sale.
• Ensure all NSW Office of Fair Trading requirements are satisfied before settlement.
• Verify contract and delivery documentation accuracy and signatures.
• Coordinate customer deliveries with Sales Executives and Sales Managers.
• Prepare final invoices, delivery documentation, and settlement paperwork.
• Process NSW vehicle registrations and ownership transfers.
• Manage personalised plate applications, removals, and transfers.
• Ensure every vehicle meets NSW roadworthiness requirements.
• Complete all NSW registration and transfer transactions in accordance with Service NSW requirements.
• Maintain mandatory supporting documentation.
• Coordinate surrender of interstate registration plates.
• Liaise with Service NSW, dealer support teams, and relevant authorities.
• Complete quarterly audits for legislative compliance.
• Maintain dealer licences, sales licences, and renewals.
• Ensure compliance with NSW Office of Fair Trading legislation and dealership policies.
• Act as the primary gatekeeper for vehicle payments and settlements.
• Verify vehicles are fully paid prior to delivery.
• Monitor outstanding balances and settlement discrepancies.
• Obtain and monitor finance payout letters.
• Manage the NSW Commonwealth Bank account.
• Process registration costs through Eclipse.
• Apply registration credits and journals to stock cards.
• Reconcile registration-related transactions.
• Ensure all supplier invoices are accurately entered against stock cards.
• Review stock costs to eliminate duplicate charges or pricing discrepancies.
• Maintain accurate Gross Profit reporting.
• Monitor vehicle stock cards for accuracy.
• Ensure all reconditioning costs are entered correctly.
• Verify supplier pricing and invoice accuracy.
• Maintain complete financial records for every vehicle.
• Support month-end stock reconciliation and reporting.
• Support the Sales Manager with daily dealership operations.
• Manage office administration and site presentation.
• Ensure adequate office and staff amenities are maintained.
• Coordinate banking, Service NSW, Australia Post, and other business-related errands.
• Maintain a clean, professional, and organised dealership environment.
• Assist with operational improvements and administrative efficiencies.
• Develop and maintain strong working relationships with Sales Managers, Buyers, Sales Executives, State Administration Manager, Finance Team, Service NSW, Office of Fair Trading, Customers, External finance companies, and Suppliers.

Requirements

• Previous experience in automotive dealership administration is essential.
• Strong understanding of NSW vehicle registration processes.
• Experience using Eclipse and/or dealership management systems.
• Excellent knowledge of vehicle settlements and stock control.
• High attention to detail and accuracy.
• Strong organisational and time management skills.
• Financial administration and reconciliation experience.
• Ability to work autonomously while supporting a collaborative team.
• Excellent communication and stakeholder management skills.
• Strong understanding of compliance and regulatory requirements within the automotive industry.

Skills

• Automotive dealership administration
• NSW vehicle registration processes
• Eclipse
• Dealership management systems
• Vehicle settlements
• Stock control
• Attention to detail
• Accuracy
• Organisational skills
• Time management
• Financial administration
• Reconciliation
• Autonomous work
• Team collaboration
• Communication
• Stakeholder management
• Compliance
• Regulatory requirements

Location

• Alexandria, NSW

Work Type

• Full-time

Experience Level

• Not specified

Education Level

• Not specified

Benefits

• Free On-site car parking
• A 'paid day of Leave' to celebrate your Birthday
• Refer a friend bonus
• Access to Employee Novated Lease Program
• Access to a fully funded EAP Program
• Exclusive access to PitStop offering shopping discount codes and discounted gift cards

About the Company

• Dutton Automotive is Australia's largest retailer and wholesaler of pre-owned luxury, prestige, exotic, family and commercial vehicles, established in 1911.
• We have built our reputation on delivering exceptional customer experiences, innovation, and industry-leading service.
• As part of the global Sojitz Corporation, a Japanese conglomerate employing around 27,000 consolidated employees with 86 branches and offices, and over 540 subsidiaries and affiliates across the world.
• With 16 dealerships nationwide, more than 230 team members, and exciting growth plans ahead.
• We are a Co-Major Partner of the Essendon Football Club.