Sales Administration Specialist

MSX International supports leading automotive brands worldwide, helping to improve repair efficiency, customer satisfaction, and aftersales operations in over 80 countries.

SALES ADMINISTRATION SPECIALIST (Automotive)

Work location: Warsaw / Hybrid (depending on arrangements)

Job Purpose:

As a Sales Administration Specialist, you will play a key role in supporting the sales department by increasing the efficiency, coordination, and effectiveness of sales activities. Your task will be to provide comprehensive operational, analytical, and administrative support to the Sales Team (Regional Sales Managers and Key Account Managers), ensuring smooth process flow, reliable reporting, and compliance with the company's commercial policy.

YOUR SCOPE OF RESPONSIBILITIES

Order management and sales administration:

• Comprehensive sales administration: invoicing, document registration, ordering PDI, reporting transport damages, and ongoing handling of the department's incoming and outgoing invoices.
• Management of order fulfillment processes, their proper coordination, and tracking.
• Handling the transaction approval process in DLR and NKA channels (Deal sheet) and in the Profitability tool system.
• Administration of Demo and Stock vehicle fleets (in cooperation with ASM, KAM, and Service Solution).
• Supervision of Buy Back and Trade-in agreements in cooperation with the Pre-owned Department to ensure process compliance.
• Maintaining and updating the Master Portfolio in the Platforma Administracyjna system.

Discount policy, marketing, and IT system support:

• Handling the Standard Contracts process and Marketing Campaigns in the DLR channel.
• Entering and continuously updating data in the SAP system regarding standard discounts and marketing campaigns (based on Commercial Information from the Business Manager).
• Handling the Product Cost Tool application.
• Initiating and implementing changes in IT tools to adapt them to current sales models.

Reporting, analysis, and forecasting (Forecast):

• Preparing weekly factory order forecasts and supervising order placement.
• Collecting information from the dealer network, Area/District Sales Managers, and other departments, consolidating it, and reporting on: orders, end-customer agreements, activated warranties, and registrations.
• Preparing regular reports: KPI indicators, sales results, Dealer activity in CRM, monthly portfolio valuation, contract control, and marketing budget analysis.
• Supporting quarterly commercial policy reviews and providing business analyses.

Public tender support and partner cooperation:

• Handling the Tender Tool application to secure proceedings within Public Tenders and coordinating the tender mailbox.
• Direct cooperation with the transaction financing institution and the dealer network to obtain data necessary for securing proceedings, invoicing, and customer service.
• Ongoing substantive support for Dealer employees and Area/District Sales Managers in handling and explaining disputed and operational issues.

Process optimization, communication, and team support:

• Analyzing, creating, and continuously improving and modernizing sales processes and supporting tools to increase operational efficiency.
• Acting as a key link between sales, marketing, finance, logistics (stock management and invoicing), and service solution departments.
• Ongoing updating and preparation of sales and business presentations for employees and external partners.
• Developing general communications, business letters, and ensuring positive partnership relations.

IDEAL CANDIDATE PROFILE

Your experience and education:

• Min. 2 years of experience in a similar position related to sales administration, business operational support, or coordination of commercial processes (experience in the automotive / transport industry will be a huge asset).
• Higher education (preferred fields: economics, management, logistics, quantitative methods, or related).

Hard and technical skills:

• Very good knowledge of the SAP system in terms of data entry, contract management, or order handling.
• Proficient use of the MS Office suite, with particular emphasis on Excel at an advanced level (data analysis, pivot tables, working with large databases for reporting and forecasting purposes).
• Experience working with CRM class systems and tools for forecasting (Forecast) and valuations.
• Experience in handling public tender processes and dedicated tools (e.g., Tender Tool) is welcome.
• English language proficiency at a minimum B2 level (essential for working with internal systems, corporate nomenclature, and documentation).

Soft and interpersonal competencies:

• Excellent self-organization and the ability to coordinate multiple processes simultaneously under time pressure (stock management, invoices, factory orders).
• Highly developed analytical skills – the ability to draw conclusions from numerical data, notice trends, and create business forecasts.
• Outstanding communication and interpersonal skills – ease in building and maintaining relationships with various stakeholders (Dealers, Sales Directors, Finance, Logistics, and Marketing departments).
• Proactivity and initiative – a focus on continuous improvement, modernization, and optimization of existing operational processes.
• Meticulousness, reliability, and high attention to the accuracy and integrity of entered data.

MSX International | Automotive & Mobility Business Solutions

MSX is an equal opportunities employer and encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, neurodiversity or other personal characteristics and backgrounds, age, sexual orientation, gender reassignment, religion or belief, or marital and parental status. As users of the Disability Confident scheme, we interview all disabled applicants who meet the minimum criteria for the vacancy.