Alexandria Dealership Administration Manager

Dutton Automotive is Australia's largest retailer and wholesaler of pre-owned luxury, prestige, exotic, family and commercial vehicles. Established in 1911, we've 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, there's never been a better time to join Dutton Automotive. We're also proud to be a Co-Major Partner of the Essendon Football Club, reflecting our commitment to supporting the communities we're part of.

The Alexandria Dealership Administration Manager is responsible for facilitating the end-to-end administration and supporting operational processes supporting primarily Dutton One Alexandria and other New South Wales dealerships. This role ensures the accurate processing of vehicle acquisitions, sales, registrations, settlements, compliance, financial administration and dealership operations while maintaining exceptional attention to detail and compliance with Service NSW, Office of Fair Trading and company policies.

Working closely with the Sales Manager, Buyers, State Administration Manager and dealership staff, the NSW Administration Manager acts as the operational gatekeeper for vehicle transactions, ensuring every deal is processed accurately, efficiently and compliantly.

The success of this role is measured through the accuracy of vehicle transactions, timely settlements, compliance with legislative requirements, financial integrity and the overall operational efficiency of the dealership.

Vehicle Acquisition & Stock Management

• Manage the end-to-end vehicle acquisition process for all purchased vehicles.
• Ensure all vehicles are accurately entered into Eclipse via Eval Expert.
• Verify vehicle build dates, compliance dates and specifications to ensure Virtual Yard accuracy.
• Complete PPSR checks on every vehicle purchased, ensuring no encumbrances, theft or write-off status.
• Ensure all NSW registered vehicles are transferred into dealership ownership promptly upon arrival, in accordance with NSW registration requirements
• Manage interstate vehicle acquisitions and registration issues.
• Remove personalised and interstate number plates where required and coordinate replacement with standard NSW plates.
• Manage the New Stock Arrivals communication tool, updating stock information including:
  • Build and compliance dates
  • Odometer readings
  • Vehicle descriptions
  • Yard location
  • Arrival dates
  • Registration status
  • PPSR outcomes
• Monitor outstanding encumbrances and investigate unresolved matters.

Sales Administration & Deal Processing

• 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 all contracts and delivery documentation are completed accurately and signed by authorised managers.
• 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.

Compliance & Regulatory Management

• Ensure every vehicle meets NSW roadworthiness requirements, including valid safety certificates where applicable 
• Complete all NSW registration and transfer transactions in accordance with Service NSW requirements.
• Maintain mandatory supporting documentation, including wet ink signatures where required.
• Coordinate surrender of interstate registration plates.
• Liaise with Service NSW, dealer support teams and relevant authorities regarding registration matters. 
• Complete quarterly audits to ensure legislative compliance.
• Maintain dealer licences, sales licences and renewals.
• Ensure compliance with NSW Office of Fair Trading legislation and dealership policies.

Financial Administration & Deal Settlements

• 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 to ensure validity through delivery.
• 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.

Stock Costing & Inventory Control

• Monitor vehicle stock cards to ensure 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.

Operational & Office Management

• 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.

Stakeholder Management

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
• Suppliers

Key Skills & Experience

• Previous experience in automotive dealership administration (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

Benefits & Perks:

• Free On-site car parking.
• A 'paid day of Leave' to celebrate your Birthday.
• Refer a friend and we will provide an upfront bonus!
• Access to Employee Novated Lease Program.
• Access to a fully funded EAP Program to support you and your family.
• Exclusive access to PitStop offering direct access to shopping discount codes and discounted gift cards, helping you save while you shop!