Stock Control, Deal Processing & Warranty Clerk

This is a combined administrative role covering three core dealership functions within an Australian multi-franchise automotive group:

• Stock Control

• Deal Processing

• Warranty Administration

This is one position handling all three responsibility areas.

The role follows a structured daily workflow:

• Begin each morning with warranty cap-price servicing processing (approximately 2–3 hours), entering claims into both the manufacturer portal and internal DMS for work completed the previous day

• Continue with stock control and deal processing tasks for the remainder of the day

• Work closely with Sales, Finance, Service, Pre-Delivery, and manufacturer representatives to ensure accuracy, compliance, and timely issue resolution

The role operates heavily within dealership management systems (DMS), manufacturer warranty portals, and Microsoft Excel.

Daily WorkflowStart of Day

• Process warranty cap-price servicing claims from the previous day

• Enter claims into both the manufacturer portal and internal DMS

• Estimated duration: 2–3 hours daily

Mid-Morning Onwards

• Progress into Stock Control tasks

• Manage vehicle stock entries, deal processing, and inventory workflow activities

Throughout the Day

• Coordinate between Sales, Finance, Pre-Delivery/Service, and manufacturers

• Escalate discrepancies and variances promptly

Responsibility 1 — Stock Control

• Manage the full lifecycle of dealership inventory from factory ordering to customer delivery

• Oversee receipt, inspection, and allocation of new and used vehicles

• Update and maintain vehicle, model, and accessory data in the DMS and manufacturer systems

• Coordinate vehicle registration with relevant state authorities (e.g. QLD Transport / TMR)

• Ensure registration paperwork is complete and compliant

• Track incoming stock, freight, and dealership transfers

• Allocate vehicles to Sales teams

• Monitor floorplans and aged-stock positions

• Coordinate with the Pre-Delivery Inspection (PDI) team and Detailers to ensure vehicles are showroom-ready

• Reconcile physical inventory against digital records

• Prepare stock reporting for dealership management and OEMs

Responsibility 2 — Deal Processing

• Audit Sales Contracts and trade-in documents for accuracy and compliance

• Compile, process, and reconcile Sales Contracts

• Prepare complete deal packets for accounting and record-keeping

• Ensure compliance with industry regulations and consumer protection laws

• Liaise with Sales Managers, Finance Managers, and Admin teams to resolve discrepancies

• Cost deals accurately and identify duplicate, mismatched, or unusual transactions

Responsibility 3 — Warranty Clerk

• Process cap-price servicing claims daily

• Enter claims into both manufacturer portals and internal DMS systems

• Prepare, submit, and track manufacturer warranty claims

• Ensure claims comply with factory guidelines and requirements

• Cost repair orders accurately, including labour, parts, and sublets

• Maintain audit-ready records including customer signatures, parts tagging, and mechanics’ repair stories

• Coordinate with Service Technicians, Service Advisors, and manufacturer representatives to resolve rejected claims

• Stay updated on technical service bulletins, factory recalls, and standard repair-time guides

Key Performance Indicators (KPIs)

• Warranty cap-price servicing processed within 24 hours of work completion

• Manufacturer portal and internal DMS reconciled daily with zero overnight variances

• Vehicle stock entries completed accurately within 24 hours of arrival or sale

• Deal packets submitted promptly with no missing documentation

• Warranty claim rejection rates reduced over time

• Warranty reconciliation variances escalated promptly with complete audit trails

Essential Skills & Experience

• Previous experience in automotive dealership administration (non-negotiable)

• Hands-on experience in at least two of the following:

• Stock Control

• Deal Processing

• Warranty Processing

• Intermediate Microsoft Excel skills (non-negotiable), including:

• XLOOKUP

• Pivot Tables

• Formulas

• Conditional Formatting

• Experience using dealership management systems (DMS) such as:

• Auto-IT

• Pentana / Tune

• ERA

• Titan

• CDK

• PBS

• or equivalent systems

• Experience working across multiple manufacturer portals

• Strong attention to detail, particularly with VINs, dates, claim numbers, and dollar amounts

• Strong written and verbal English communication skills

Desirable Skills & Experience

• Experience with cap-price servicing claim processing

• Experience reconciling data across manufacturer portals and DMS systems

• Familiarity with QLD Transport / TMR or equivalent registration processes

• Prior remote-work experience supporting Australian dealerships or accounts teams

• Experience working within multi-franchise dealership environments

Preferred Behaviours

• Highly detail-oriented and process-driven

• Disciplined with structured daily workflows

• Proactive in identifying and escalating discrepancies

• Able to manage multiple responsibilities simultaneously

• Improvement-focused and process-minded

Tools & Systems

• Dealership Management Systems (DMS)

• Manufacturer warranty portals

• Microsoft Excel (Intermediate level required)

• Outlook / Microsoft Teams

• Shared drives and document management systems

Technical Requirements:

• Equipment is self-provided

  Computer:

• RAM: 8GB

• CPU/Processor: Intel Core i5 or AMD Ryzen 5 (12th generation or newest)

• HDD/SDD: 512 GB

• Operating System: Windows 11 Home or Pro

  Accessories:

• Power Backup: Powestation, Powerbank, UPS, etc.

• Extra Display: Secondary/External Monitor

• Audio & Video: Noise-Cancelling Headset + Web Cam

  Internet:

• Internet Speed: 40-50 Mbps minimum badnwidth speed for both Download and Uploads.

Contractor Perks & Rewards:

• 20 Paid Time Off

• Referral Bonus – 70 AUD per successful referral to the Wingman platform (paid at 1st month mark with a client contract).

• Annual Trip – connect with the broader Wingman community in person.

• Dedicated Support Contact (CSM) – someone to help you succeed and stay connected.

• Access to a Network – collaborate with fellow contractors and onshore specialists.

• Opportunities to Upskill – optional sessions, peer learning, and developmental pathways.

• More Work, More Opportunity – potential for additional contracts, Statements of Work, or expanded workloads.

• High-Impact Projects – work alongside top-tier Australian partners on meaningful assignments.

• Flexibility First – deliver your work in your way, with full autonomy on how you achieve outcomes.

• Advisory Support – HR, Tax, and setup guidance available to make contracting seamless.

• 100% Work-From-Home Contracts – all engagements designed for remote delivery.

Pre-engagement requirements for Independent Contractors:

• BIR as you are a contractor (Required to submit any contributions required by the government.)

• NBI or Police Clearance

• Any Government-issued ID