Stock Control, Deal Processing & Warranty Coordinator
Monday–Friday, 8:00am–5:00pm AEST, Remote (Philippines)
Cruise Control Group is seeking a Stock Control, Deal Processing & Warranty Coordinator who is confident managing dealership inventory, processing sales deals, and administering manufacturer warranty claims within a fast-paced, multi-franchise automotive environment.
About Cruise Control Group
Cruise Control Group is an Australian offshore staffing company that partners with a range of clients to build high-performing remote teams. We manage the end-to-end recruitment and support process, connecting skilled professionals with roles that offer genuine long-term career growth.
About the Client
Our client is an Australian multi-franchise automotive dealer group (client name shared with shortlisted candidates), looking for a detail-driven administrator to support stock control, deal processing and warranty functions across its dealership operations.
About the Role
This is a single role covering three responsibility areas within the dealership group: Stock Control, Deal Processing, and Warranty Clerk. The Clerk runs a consistent daily rhythm — warranty cap-price servicing processing first thing (approximately 2–3 hours, entered into both the manufacturer portal and the internal DMS for the work processed the day prior), then progresses into stock control and deal processing for the remainder of the day. The role lives inside the dealership's DMS and the relevant manufacturer warranty portals, with intermediate Excel as the day-to-day analysis and reconciliation tool, holding the line between Sales, Finance, Pre-Delivery / Service and the manufacturers.
Key Responsibilities
Stock Control
- Manage the entire lifecycle of dealership inventory, from factory ordering to client delivery.
- Oversee the receipt, inspection, and allocation of new and used vehicles.
- Update and maintain the DMS and manufacturer systems with vehicle, model, and accessory codes.
- Coordinate vehicle registration with the relevant state body (e.g. QLD Transport / TMR) — ensure all paperwork is submitted and legally compliant.
- Track incoming stock, manage freight / transfers between dealerships, and allocate vehicles to Sales teams.
- Monitor stock floorplans and aged-stock positions.
- Work alongside the Pre-Delivery Inspection (PDI) team and Detailers so vehicles are cleaned, accessorised and showroom-ready.
- Reconcile physical inventory with digital records, and provide reporting to dealership management and the OEMs.
Deal Processing
- Audit Sales Contracts and trade-in documents for accuracy, completeness and adherence to state / territory laws.
- Compile, process and reconcile Sales Contracts and assemble the full 'deal packet' for accounting and record-keeping.
- Ensure dealership compliance with industry regulations and consumer-protection laws on motor-vehicle sales.
- Act as the connector between Sales Managers, Finance Managers and the Admin function to resolve pricing or paperwork discrepancies.
- Cost deals accurately — flag any deal that looks duplicated, mismatched or unusual against the underlying paperwork.
Warranty Clerk
- Run cap-price servicing processing daily — enter the prior day's work into both the manufacturer portal and the internal DMS.
- Prepare, submit and track warranty claims to vehicle manufacturers, ensuring claims meet factory guidelines and criteria.
- Cost repair orders accurately — labour times, parts and sublets all reconciled before billing.
- Maintain audit-proof records — customer signatures, parts tagging, mechanics' repair stories.
- Liaise with Service Technicians, Service Advisors and manufacturer reps to resolve rejected claims or gather further technical detail.
- Keep up to date with technical service bulletins, factory recalls and standard repair-time guides.
What We're Looking For
Essential Skills & Experience
- Previous experience in automotive dealership administration — non-negotiable.
- Hands-on exposure to at least two of: stock control / deal processing / warranty processing in a franchised-dealership context — non-negotiable.
- Intermediate Excel — XLOOKUP, pivot tables, formulas, conditional formatting.
- Comfort working inside a DMS (Auto I.T, Pentana / Tune, ERA, Titan, CDK, PBS, or equivalent) and across multiple manufacturer portals.
- High attention to detail — VINs, dates, claim numbers, dollar amounts; mistakes ripple into payroll, manufacturer cash-back, and OEM reporting.
- Strong written and spoken English — confident communicating with the admin team, Sales Managers, Service Advisors and the manufacturers.
Desirable Skills & Experience
- Prior exposure to cap-price servicing claim processing.
- Experience reconciling across two systems daily (manufacturer portal + internal DMS).
- Familiarity with QLD Transport / TMR (or equivalent state vehicle registration body) processes.
- Prior remote-work experience embedded with an AU dealership or accounts team.
- Experience working across multiple manufacturer warranty portals (multi-franchise context).
Industry Experience
Automotive dealership administration — stock control, deal processing, and warranty
Tools
DMS platforms (Auto I.T, Pentana / Tune, ERA, Titan, CDK, PBS), manufacturer warranty portals, Microsoft Excel (XLOOKUP, pivot tables)
How to Apply
- Click the Apply button.
- Submit a copy of your updated CV.
- Ensure your CV includes your updated contact details, email address, and contact number.
Alternatively, you may email your CV directly to Cruise Control Group's recruitment team at [email protected].