F&I and Dealer Support Administrator Isando

Location: Kempton Park

F&I and Dealer Support Administrator
Isando

Position Purpose

The F&I and Dealer Support Administrator provides comprehensive administrative, compliance, and operational support to the Finance & Insurance and Dealer Floor Plan Administration functions.
The role is responsible for ensuring that all vehicle finance and insurance transactions are processed accurately, efficiently, and in full compliance with regulatory, lender, manufacturer, and internal control requirements. In addition, the position ensures accurate administration, reconciliation, and control of all floor plan financing arrangements, thereby minimizing financial risk, interest exposure, and audit findings.

Key Responsibilities

Deal Processing and Administration

• Prepare, capture, and submit vehicle finance and insurance applications to approved financial institutions.
• Ensure all supporting documentation is complete and accurate, including:
• Identification documents
• Proof of income
• Proof of address
• Finance contracts and mandatory disclosures
• Track application status and follow up on approvals, conditions, arrivals, and payouts.
• Liaise with banks and insurers to resolve deal queries, discrepancies, or delays.
• Communicate with customers regarding outstanding documentation or conditions.
• Provide regular status updates to sales consultants and management.
• Liaise with lenders, insurers, and third-party service providers.
• Support resolution of customer queries post-delivery.
• Maintain accurate deal trackers and finance pipelines.
• Prepare daily and weekly reports on:
• Pending applications
• Approved but not taken-up deals
• Declined or cancelled deals

Floor Plan Administration

• Administer all floor plan financing accounts with financial institutions and manufacturer-linked financiers.
• Reconcile physical vehicle stock against:
• Dealer management system (DMS) stock
• Financier stock reports
• Investigate and resolve discrepancies between dealer records, financier statements, and physical inventory.
• Match vehicle invoices to floor plan drawdowns.
• Ensure all financed vehicles are accurately reflected by:
• VIN number
• Engine number
• Model
• Cost price
• Funding source
• Ensure sold units are settled and cleared with financiers within agreed contractual time frames.

Reconciliations and Financial Control

• Monitor bank payouts and ensure timely receipt of funds.
• Reconcile approved finance amounts against vehicle invoices and sales contracts.
• Identify and resolve payout shortfalls, delays, or processing errors.
• Perform daily, weekly, and monthly reconciliations of:
• Floor plan statements vs DMS stock reports
• Vehicle sales vs floor plan settlements
• Interest charges vs contractual rates
• Identify and prevent:
• Double funding
• Unfunded vehicles
• Late settlements
• Interest leakage
• Prepare monthly reconciliation and variance reports for management and finance departments.

Compliance and Risk Management

• Ensure compliance with all applicable legislation and regulatory requirements, including:
• Consumer protection legislation
• Credit and finance regulations
• Insurance and disclosure requirements
• Ensure adherence to:
• Floor plan financing agreements
• Manufacturer stocking requirements
• Internal control policies
• Audit and regulatory standards
• Ensure all mandatory disclosures, needs analysis assessments, and compliance checklists are completed accurately.
• Perform quality control checks on deal files prior to delivery or audit.
• Maintain accurate and secure record-keeping systems.
• Prepare documentation and support internal and external audits.
• Maintain complete audit files for all funded vehicles.

Interest and Cost Management

• Monitor floor plan interest charges and associated fees.
• Calculate and validate interest accruals.
• Identify opportunities to reduce interest exposure through:
• Early settlement
• Improved stock turnover
• Optimized funding strategies

Minimum Requirements:

• Matric
• Degree, Diploma or Certificate in Finance, Business, Accounting or Administration (advantageous)
• Min 2-4 years’ experience in F&I support, Automotive dealership administration, banking operations
• Knowledge of Vehicle finance, insurance products, and regulatory requirements preferred
• Code 8 licence

Personal Attributes:

• Excellent organisational and time management skills
• Reliable and accountable
• Team player
• Confident and proactive approach- anticipates issues and requirements
• Read and write in English