Position Purpose

The F&I and Dealer Support Administrator provides administrative, compliance, and operational support to the Finance & Insurance and Dealer Floor Plan Administrator function. The role requires ensuring that all vehicles finance and insurance transactions are processed accurately, efficiently, and in line with regulatory, lender, and internal compliance requirements, as well as, ensuring accurate administration, control, reconciliation, and compliance of all floor plan financing arrangements, minimizing financial risk and interest exposure while ensuring audit and contractual compliance.

Key Responsibilities

1.  Deal Processing and administration

• Prepare, capture, and submit vehicle finance and insurance applications to banks.
• Ensure completeness and accuracy of all supporting documentation (ID’s, proof of income, proof of address, contracts, disclosures).
• Track application status and follow up on arrivals, conditions, and payouts.
• Laise with banks and insurers to resolve deal queries and discrepancies.
• Communicate with customers regarding outstanding documentation or conditions.
• Provide status updates to sales consultants and management.
• Liaise with lenders, insurers, and service providers.
• Support resolution of customers queries post-delivery. Maintain deal trackers and pipelines.
• Provide daily/ weekly reports on:
  • Pending applications
  • Approved but non taken up deals
  • Declined or cancelled deals

2.  Floor Plan Administration

• Administer all floor plan accounts with financial institutions and manufacturer-linked financiers.
• Reconcile physical vehicle stock to system stock and financier stock reports.
• Investigate and resolve discrepancies between dealer records, financier records, and physical inventory.
• Match vehicle invoices to floor plan drawdowns.
• Ensure all vehicles financed are correctly reflected by VIN, engine number, model, cost price, and funding source.
• Ensure sold units are settled and cleared with the financier within agreed timeframes.

3.  Reconciliations & Financial Control

• Monitor bank payouts and ensure timely receipts of funds.
• Reconcile approved finance amounts to vehicle invoices and sales contracts.
• Identify and resolve payout shortfalls, delays, or 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 reports for management and finance.

4.  Compliance & Risk Management

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

5.  Interest & Cost Management

• Monitor floor plan interest charges and fees.
• Calculate and validate interest accruals.
• Identify opportunities to reduce interest exposure through early settlement or stock optimization.