Chadstone Toyota is a customer-focused automotive dealership recognised with the Toyota Australia President's Award of Excellence for 2023 . The dealership is part of Patterson Cheney Cars and Trucks , which has received the AIA Employer of the Year award for 2023, 2024, and 2025. We are seeking a highly motivated and skilled Senior Administration Officer to join our dynamic team. This position will support Chadstone Toyota and assist Werribee Mahindra and Pakenham Mahindra/JAC Motors. About the Role: As the Senior Administration Officer, you will play a pivotal role in ensuring the smooth operations of our dealerships while delivering exceptional service to our valued customers. Reporting directly to our supportive Toyota Dealership Accountant, your responsibilities will include: Take care of banking tasks and make sure everything balances out. Keep track of costs for all vehicle sales to ensure they’re accurate and current. Update the sales log with key details like customer info, vehicle specs, and payment terms. Calculate vehicle profits to keep financial reports accurate. Handle VicRoad transfers for sold vehicles and make sure all legal rules are followed. Help with managing inventory and sourcing both new and used cars. Oversee the registration process for all vehicles, following regulatory guidelines. Process vehicle payouts accurately and keep thorough records of all transactions. Use Docusmarts for documentation and submissions. Organise files for easy access to documents. Reconcile floor plan statements regularly. Conduct regular book reconciliations to maintain accurate financial records. Review Citylink statements, check toll charges, and address any issues. Manage the COD list to ensure payments are accurate and timely. Supplier statement reconciliation and schedule payments Help with weekly/Monthly dealership reporting About You: We are looking for a detail-oriented individual with the following qualifications: Previous experience in an administrative role, preferably within a dealership environment. Candidates with dealership experience looking to transition from other departments are also encouraged to apply (training provided). Exceptional organisational and multitasking skills with a keen attention to detail. Strong written and verbal communication abilities to interact professionally with customers and team members. Ability to work autonomously and independently. Proficient in MS Office Suite (Word, Excel, Outlook); knowledge of dealership management systems (TUNE) is a plus. Capacity to maintain confidentiality and handle sensitive information with integrity. A friendly, positive attitude committed to providing excellent customer service. A valid Victorian Driver's License is required. Why Work with Us? Due to the varying levels of experience we get presented with, salary is negotiated based on experience. Enjoy a secure position in a growing, independent, family-owned business. Benefit from outstanding career growth opportunities and extensive training. Work in a supportive atmosphere with a fantastic team. Access to Patterson Cheney discounts on new and used vehicles, servicing, parts, insurance, and finance. Access to the Employee Assistance Program, for additional support when needed. How to Apply: We want to hear from you if you are proactive, detail-oriented, and ready to contribute to our success! Please attach your resume, which will be directed to our Talent Acquisition Specialist. The successful applicant will be required to undertake a National Police Check. About Patterson Cheney Group: With over 850 employees, Patterson Cheney is one of Australia’s largest automotive businesses, serving customers since 1915 with strong family values. We proudly represent multiple brands, including Toyota, Mercedes-Benz, Holden, Isuzu Ute. Join us in creating a positive work environment that emphasises enjoying our work while delivering outstanding service. Equal Opportunity Employer: Chadstone Toyota is committed to being an equal opportunity employer. We welcome qualified candidates of any gender, race, religion, or age with full employment rights in Australia. Please note that we will not be considering agency candidates.
