Vehicle Supply Administrator

About the Role

We are looking for a Vehicle Supply Administrator to play a central, hand-on role in ensuring our vehicle supply and production chain flows smoothly – You will support the Vehicle Supply Manager from coordinating sourced vehicle intake, organising inspections and maintenance to tracking vehicles progression through the conversion and preparation process, ensuring vehicles are to the highest quality for disabled drivers and passenger’s needs.

Key Responsibilities

Vehicle Sourcing and Supply:

- Liaise with dealerships and suppliers to confirm vehicle availability, arrival and updates /discrepancies for check-in.

- Maintain accurate records and paperwork of all incoming vehicles.

Stock Management and Coordination:

- Track vehicles from order through to arrival and readiness for sale.

- Manage vehicle allocation and availability status within internal systems.

- Carryout monthly stock and registration check and raise issues with management if applicable.

Inspection and Quality Control:

- Coordinate initial vehicle inspections upon arrival.

- Identify any defects, faults, or repair requirements and arrange for vehicles to be sent to internal or external partners for repair, servicing, or enhancements.

- Liaise with procurement, ensuring parts are ordered for any required services.

Vehicle Preparation Process:

- Coordinate the movement of vehicles into production for accessibility adaptations.

- Monitor progress through the conversion process and ensure timelines are met.

Final Preparation & Release:

- Ensure vehicles are valeted and presented to a high standard.

- Confirm vehicles are fully prepared and compliant for go live.

- Update systems to reflect vehicle readiness.

Administration & Reporting:

- Support with all administrative processes.

- Maintain accurate documentation and records across all stages of the supply process.

- Use Microsoft Office to track vehicle flow, stock levels, and pipeline progress.

- Update and maintain internal systems aligned with relevant dealership requirements.

- Generate reports on vehicle supply, delays, and stock movement for management.

Essential Requirements:

- Driving Licence.

- Competent IT skills, Microsoft Office Suite, Office 365 - Microsoft Excel.

- Strong administrative and communication skills with excellent attention to detail.

Desirable:

- Previous experience in automotive, fleet, logistics, or supply chain environments.

- Familiarity with vehicle inspections or preparation processes.

- Experience working within a Motability or accessibility-focused environment.