Established in 1911, Dutton Automotive is Australia's largest retailer and wholesaler of pre-owned luxury, exotic, prestige, family and commercial vehicles. We are focused on delivering reliable, customer-centric automotive services across our growing national network.

Following our acquisition by Sojitz Corporation, a global Japanese conglomerate operating across 87 countries, Dutton Automotive is part of an international organisation with significant opportunities for growth and development.

Joining Dutton means becoming part of a business with a long history, an ambitious future and a fast-paced, entrepreneurial environment.
 

The Springwood Dealership Administration Manager is responsible for facilitating the end-to-end administration and supporting operational processes supporting primarily Dutton One Springwood and other Queensland dealerships. This role ensures the accurate processing of vehicle acquisitions, sales, registrations, settlements, compliance, financial administration and dealership operations while maintaining exceptional attention to detail and compliance with Queensland Transport, Office of Fair Trading and company policies.

Working closely with the Sales Manager, Buyers, State Administration Manager and dealership staff, the QLD Administration Manager acts as the operational gatekeeper for vehicle transactions, ensuring every deal is processed accurately, efficiently and compliantly.

The success of this role is measured through the accuracy of vehicle transactions, timely settlements, compliance with legislative requirements, financial integrity and the overall operational efficiency of the dealership.

Vehicle Acquisition & Stock Management

• Manage the end-to-end vehicle acquisition process for all purchased vehicles.
• Ensure all vehicles are accurately entered into Eclipse via Eval Expert.
• Verify vehicle build dates, compliance dates and specifications to ensure Virtual Yard accuracy.
• Complete PPSR checks on every vehicle purchased, ensuring no encumbrances, theft or write-off status.
• Acquire all Queensland registered vehicles into dealership ownership on the day they arrive on site.
• Manage interstate vehicle acquisitions and registration issues.
• Remove personalised and interstate number plates where required and coordinate replacement with standard Queensland plates.
• Manage the New Stock Arrivals communication tool, updating stock information including:
  • Build and compliance dates
  • Odometer readings
  • Vehicle descriptions
  • Yard location
  • Arrival dates
  • Registration status
  • PPSR outcomes
• Monitor outstanding encumbrances and investigate unresolved matters.

Sales Administration & Deal Processing

• Prepare vehicle contracts from Offer to Purchase documentation.
• Create complete electronic deal packs for every sale.
• Ensure all Queensland Office of Fair Trading requirements are satisfied before settlement.
• Verify all contracts and delivery documentation are completed accurately and signed by authorised managers.
• Coordinate customer deliveries with Sales Executives and Sales Managers.
• Prepare final invoices, delivery documentation and settlement paperwork.
• Process Queensland vehicle registrations and ownership transfers.
• Manage personalised plate applications, removals and transfers.

Compliance & Regulatory Management

• Ensure every vehicle has a valid Roadworthy Certificate.
• Complete all DAIS transactions in accordance with Queensland Transport requirements.
• Maintain mandatory supporting documentation, including wet ink signatures where required.
• Coordinate surrender of interstate registration plates.
• Liaise with Queensland Transport, DAIS Support and relevant authorities regarding registration matters.
• Complete quarterly DAIS audits to ensure legislative compliance.
• Maintain dealer licences, sales licences and renewals.
• Ensure compliance with Queensland Office of Fair Trading legislation and dealership policies.

Financial Administration & Deal Settlements

• Act as the primary gatekeeper for vehicle payments and settlements.
• Verify vehicles are fully paid prior to delivery.
• Monitor outstanding balances and settlement discrepancies.
• Obtain and monitor finance payout letters to ensure validity through delivery.
• Manage the Queensland Commonwealth Bank account.
• Process registration costs through Eclipse.
• Apply registration credits and journals to stock cards.
• Reconcile registration-related transactions.
• Ensure all supplier invoices are accurately entered against stock cards.
• Review stock costs to eliminate duplicate charges or pricing discrepancies.
• Maintain accurate Gross Profit reporting.

Stock Costing & Inventory Control

• Monitor vehicle stock cards to ensure accuracy.
• Ensure all reconditioning costs are entered correctly.
• Verify supplier pricing and invoice accuracy.
• Maintain complete financial records for every vehicle.
• Support month-end stock reconciliation and reporting.

Operational & Office Management

• Support the Sales Manager with daily dealership operations.
• Manage office administration and site presentation.
• Ensure adequate office and staff amenities are maintained.
• Coordinate banking, Queensland Transport, Australia Post and other business-related errands.
• Maintain a clean, professional and organised dealership environment.
• Assist with operational improvements and administrative efficiencies.

Stakeholder Management

Develop and maintain strong working relationships with:

• Sales Managers
• Buyers
• Sales Executives
• State Administration Manager
• Finance Team
• Queensland Transport
• DAIS Support
• Office of Fair Trading
• Customers
• External finance companies
• Suppliers

Key Skills & Experience

• Previous experience in automotive dealership administration (essential)
• Strong understanding of Queensland vehicle registration processes (DAIS)
• Experience using Eclipse and/or dealership management systems
• Excellent knowledge of vehicle settlements and stock control
• High attention to detail and accuracy
• Strong organisational and time management skills
• Financial administration and reconciliation experience
• Ability to work autonomously while supporting a collaborative team
• Excellent communication and stakeholder management skills
• Strong understanding of compliance and regulatory requirements within the automotive industry

This is an opportunity to join a growing business where your expertise will have a direct impact on commercial decision-making and financial performance.

You will have the opportunity to:

• Work in a highly visible commercial role with exposure across the wider business.
• Partner with senior stakeholders and our international parent company.
• Influence credit risk decisions and help shape how credit and collections are managed across the organisation.
• Build strong relationships across Sales, Finance, Risk and external customer networks.
• Take ownership of meaningful projects and contribute to continuous process improvement.
• Join an established Australian automotive business with a strong history and ambitious growth plans.

If you are a commercially focused credit professional who enjoys solving problems, influencing stakeholders and finding the right balance between business growth and financial risk, we would love to hear from you.