Administrator: Vehicle Invoicing and Licensing – Cape Gate

Location: Cape Town, Western Cape

Posted: 2025-11-28 (Open until filled)

Department: Finance

Job level: Entry Level

About Motus Corporation

Motus Corporation is a leading automotive dealership group. We are currently seeking a reliable Administrator to join our Finance team at Motus Toyota Cape Gate.

Key Responsibilities

• Ensure vehicle deal files are signed by the Dealer Principal and Sales Manager.
• Confirm that all required documentation is on file (OTP, trade‑in paperwork, cost sheets, client ID, change of ownership forms).
• Complete stock cards and gather necessary books and documents from the Stock Controller.
• Invoice vehicles according to OTP, including sundries, after verifying figures.
• Enter deal files into the register and the D.O.C.
• Process changes of ownership.
• Check for any outstanding amounts on trade‑ins and bring trade‑ins into stock by noting them in the stock book and capturing them on the computer system.
• Complete and stamp service books.
• Ensure duplicate copies of ID, trade‑in registration, and new vehicle registration are kept in the deal file.
• Capture invoice credit notes, sundry invoices and sundry credit notes in the respective journals, ensuring all costs are reflected.
• Validate that sales journals balance after every transaction.
• Confirm that month‑end sales journals agree with the D.O.C. and the Manager’s D.O.C.
• Print month‑end journals for Accountants.
• Record all vehicle movements (in and out) in the stock book and computer system.
• Print weekly stock sheets for Managers and Dealer Principals.
• Retrieve and distribute e‑mail information related to vehicle transactions.
• Update the Dealer Information Management System (DIMS).
• Submit fleet claims monthly within Toyota’s prescribed time limits and follow up on any rejections.
• Open vehicle debtor accounts and follow up on outstanding balances.
• Handle vehicle debtor inquiries and file invoices and receipts.
• File and manage vehicle deal files, traffic violations, and related correspondence.
• Assist the Stock Controller and the Financial Manager as needed.
• Perform any other reasonable duties that may be required from time to time.

Qualifications & Skills

• Minimum Grade 12 certificate.
• Computer literate – Excel and MS Word.
• Clear criminal record.
• High attention to detail.
• Knowledge of Kerridge and E‑Toyota systems.
• Good interpersonal and communication skills.
• Ability to work under pressure and in a team environment.

How to Apply

To apply for this position, visit motus.simplify.hr.