New Vehicle Fleet Administration Assistant

Etheridge Ford | Ringwood, VIC
Full-Time | Automotive Administration | Immediate Start Available

✅ Join an Award-Winning Dealership

✅ Fast-Paced, High-Performing Environment

✅ Be Part of a Supportive & Professional Team

About the Role

Etheridge Ford is currently seeking a highly organised and detail-focused New Vehicle Fleet Administration Assistant to support our busy Fleet Department.

This is a fast-paced, full-time role ideal for someone who thrives under pressure, enjoys variety in their work, and is passionate about delivering exceptional customer service. You’ll be responsible for managing the end-to-end administration involved in the sale and delivery of new vehicles to our fleet clients.

Key Responsibilities

You will assist the Fleet Sales Team with a variety of administrative duties, including but not limited to:

Vehicle Order & Allocation

Creating new vehicle orders and internal purchase orders

Allocating stock and tracking readiness

Managing invoices, fit-outs, reg documents and confirming delivery timelines

Customer Documentation & Compliance

Registering new fleet clients in internal systems

Coordinating documentation: signed authorities, licence copies, plate choices, ABN/ACN validation

Checking and preparing business registration information

Delivery Coordination

Sending vehicle and fit-out details for booking

Advising clients and brokers of estimated delivery

Confirming funds and managing ERA updates

Booking vehicle registration and preparing handover documentation

Paperwork & Post-Delivery

Preparing delivery documents including fleet printouts and trade-in reports

Ensuring vehicles are showroom-ready (books, keys, flowers!)

Sending follow-up thank you emails and finalising admin tasks post-delivery

What We’re Looking For

The ideal candidate will bring:

Strong organisational and multitasking skills

High attention to detail and data accuracy

Clear and professional communication skills

Proficiency with Microsoft Office and CRM/Dealer Management Systems (Reynolds & Reynolds experience highly regarded)

Ability to perform under pressure and meet tight deadlines

Previous experience in automotive administration or a similar high-volume, process-driven environment is advantageous

Why Join Etheridge Ford?

At Etheridge Ford, we’re more than just a dealership. We’re a multi-award-winning Ford Dealer in Melbourne’s East with a proud reputation for performance, service, and customer satisfaction.

We offer:
✅ A supportive and inclusive team culture
✅ Opportunities for professional growth and development
✅ On-site parking and modern facilities
✅ A respected name in the automotive industry

Ready to Take the Wheel?

If you're a driven, reliable administrator who’s looking to be part of a professional and energetic team –

We want to hear from you!

📩 APPLY NOW with your resume and a short cover letter outlining your suitability for the role.