Vehicle Auction Operations Controller

EE - African Applicants only

Location: Samrand - Cape Town 
Salary: +/- 10k pm 
Fixed term contract - Learnership Level role with potential to grow and develop within the company.

Core Purpose of the Role

To ensure the effective operational management, validation, inspection control, compliance, and financial coordination of auction vehicles within a corporate vehicle auction environment. The role is responsible for ensuring all vehicles meet client, compliance, quality control, and documentation standards prior to auction.

Requirements

Academic Qualifications

Minimum requirements:

• Grade 12 – Essential
• Certificate in Logistics, Supply Chain, Business Administration or related field (advantageous)

Work Experience

Essential:

• 2–4 years in vehicle auctions, fleet management, or automotive operations
• Knowledge of NATIS processes and vehicle documentation management

Knowledge & Skills

• Understanding of vehicle auction operations and processes
• Knowledge of NATIS documentation and vehicle registration requirements
• Understanding of quality control inspection processes within automotive environments
• Basic knowledge of financial processes relating to invoicing and supplier payments
• Understanding of corporate compliance and internal control environments
• Strong administrative and coordination skills
• Excellent follow-up and tracking ability
• Financial reconciliation and invoice verification skills
• Intermediate MS Excel and systems proficiency
• Strong attention to detail
• Ability to manage multiple tasks and deadlines simultaneously
• Effective communication and stakeholder engagement skills
• Problem-solving and issue-resolution capability

Personal Attributes

• High level of accountability and ownership
• Proactive and self-motivated
• Deadline-driven and results-oriented
• Detail-oriented with high accuracy levels
• Ability to work under pressure in a high-volume environment
• Reliable and consistent follow-through
• Professional and service-oriented approach

Key Deliverables and Outputs

Vehicle Validations & Client Compliance

• Conduct vehicle validations, specifically for OEM clients (e.g., Ford)
• Manage validations for smaller corporate clients
• Ensure all vehicles meet contractual and client-specific standards before auction listing
• Flag and escalate vehicles relisted more than three times

Inspections & Quality Control

• Ensure MQ Finance vehicles are inspected timeously
• Follow up on all pending inspections
• Confirm Quality Control (QC) checks are completed and properly recorded
• Follow up on pending QC requirements
• Ensure all stock is scanned weekly and reconciled against system records

Branding & Asset Preparation

• Ensure vehicle branding removal is completed prior to auction
• Confirm branding removal costs are correctly captured under Invoice Extras
• Follow up on outstanding branding removals

Documentation & Compliance

• Follow up on outstanding NATIS documentation
• Ensure all vehicles have compliant registration documentation before sale
• Maintain accurate records aligned with internal audit and governance requirements

Financial & Supplier Management

• Follow up on supplier invoices
• Ensure supplier invoices are processed and paid timeously
• Liaise with finance department to resolve invoice discrepancies
• Ensure costs relating to inspections, branding removal, and other services are accurately recorded

Reporting & Administration

• Assist with daily operational reporting
• Generate and distribute ad hoc reports as required
• Maintain accurate stock tracking and system updates
• Support day-to-day operational requirements within the auction division

Key Performance Areas

• Inspection turnaround times
• QC compliance rate
• NATIS documentation turnaround
• Relist reduction rate
• Stock accuracy (weekly scan reconciliation)
• Supplier payment turnaround time
• Client SLA adherence