Billing & Sales Administrator

The Billing & Sales Administrator is responsible for the accurate and timely invoicing of vehicle sales and the administration of the documentation that supports each transaction, from confirmed order through to payment collection and vehicle release. The role acts as the administrative point of contact for customers, suppliers, financing partners and the finance function, ensuring that every deal file is complete, compliant and auditable. The role requires a high level of accuracy, discretion and follow-through in a fast moving trading environment where vehicles are sold across showroom, pop-up and digital channels.

KEY DUTIES & RESPONSIBILITIES

Vehicle Invoicing & Billing

• Raise customer invoices, proforma invoices and credit notes against confirmed sales orders, verifying model, specification, chassis or VIN number, selling price, discount and VAT treatment before issue.
• Ensure all pricing and discounting is supported by the required management approval in line with the delegation of authority before an invoice is released.
• Process invoicing for trade-ins, deposits, extended warranty, insurance and accessory sales, and ensure these are correctly reflected in the customer account.

Deal File & Documentation Control

• Compile and maintain a complete deal file for every transaction, including the sales order, customer identification documents, invoice, payment evidence, delivery note, registration documents and warranty records.
• Verify that all required documentation and cleared payment are in place before authorizing vehicle release or handover.
• Maintain organized physical and electronic filing in line with company record retention requirements and support internal and external audit requests.

Customer Administration

• Act as the administrative point of contact for customers on invoicing, deposits, payment methods, receipts and refunds, responding promptly and professionally.
• Coordinate bank and finance company documentation for customers purchasing on finance, and follow up to ensure funds are received on schedule.
• Coordinate insurance documentation with customers and brokers where required to complete the transaction.
• Receive and verify supplier and dealer invoices for purchased vehicles against purchase orders, shipping documents and agreed commercial terms.
• Investigate and resolve pricing, quantity and specification discrepancies with suppliers before invoices are submitted to finance for payment.
• Maintain supplier account records and support periodic supplier statement reconciliations.

Collections, Reconciliation & Reporting

• Reconcile daily collections across cash, card, cheque and bank transfer, and ensure funds are deposited and recorded accurately.
• Monitor outstanding receivables, follow up on overdue balances and elevate ageing items to management.
• Support month end closing with sales, invoicing and receivables reports, and maintain accurate records in the dealer management or ERP system.

Compliance & Controls

• Ensure invoicing complies with UAE VAT requirements and that customer identification and source of funds checks are completed for high value and cash transactions.
• Apply company financial controls and delegation of authority consistently, and report any exception or irregularity immediately.
• Uphold company values throughout business practices and utilize sound judgment in decision making.
• Any other additional duties as may be required by management based on needs of the business.

POSITION REQUIREMENTS

Educational Qualifications

• Bachelor's degree or Diploma in Accounting, Finance, Business Administration, or a related field.

Work Experience

• 2 to 4 years of experience in sales administration, invoicing, billing, or accounts within an automotive dealership, trading company, or similar transaction driven environment.
• Experience working with a dealer management system or ERP platform and with UAE VAT compliant invoicing is preferred.

Skills & Personal Attributes

• High level of numerical accuracy and attention to detail, with strong document control discipline.
• Working knowledge of UAE VAT treatment on vehicle sales, trade-ins and exports.
• Proficiency in MS Excel and confidence learning dealer management or ERP systems.
• Strong customer service and communication skills, able to handle payment and documentation conversations professionally.
• Well organized and able to manage a high volume of concurrent deal files without loss of accuracy.
• Integrity and discretion in handling customer funds, pricing information and confidential records.
• Fluency in English; Arabic is an advantage.

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