Transaction Administrator

Licence/Certification: Manual, UK Driving Licence (required) About the role

The role is responsible for managing the end-to-end administration and transaction process for vehicle sales, from point of sale through to customer handover. This includes ensuring finance documentation, payments, payouts, compliance requirements, vehicle readiness, and supporting paperwork are completed accurately and on time.

Working closely with Sales, Finance, customers, and internal teams, the role will coordinate handovers, resolve any issues that may cause delays, maintain accurate records and systems, and ensure customers receive a smooth, professional, and positive experience throughout the final stages of their vehicle purchase.

Key Responsibilities

• Deliver a high standard of customer service throughout the purchase and handover journey
• Manage all administrative aspects of vehicle deals from point of sale through to handover
• Ensure all finance documentation is accurate, complete, and compliant before submission
• Process and support finance payouts, ensuring all requirements are met to avoid delays
• Take and manage customer payments, ensuring full balances are cleared prior to collection
• Send and track payment links where required, ensuring payments are completed before handover
• Complete and check all compliance paperwork, including VFDs, order forms, and checklists
• Liaise with sales and finance teams to ensure deals are correctly structured and ready for payout
• Coordinate vehicle handovers, ensuring a smooth, efficient, and professional customer experience
• Ensure vehicles and documentation are fully prepared ahead of collection
• Identify and resolve any issues that may delay payout or handover
• Maintain accurate records and update internal systems in real time
• Vehicle Readiness & Compliance: Ensure all vehicles are fully prepared, checked (PDI, fuel/charge, documentation), and compliant with requirements ahead of customer handover.
• Documentation & System Management: Maintain accurate vehicle records, manage V5/V62 processes, log updates in CRM, and ensure all paperwork is complete and GDPR compliant.
• Customer Handover & Experience: Deliver smooth, professional handovers-confirm payments, complete documentation, set up warranties/add-ons, and support customers on collection.
• Operational Coordination: Manage appointments, job cards, tickets, and finance notifications; keep all stakeholders and customers updated on progress.
• Inventory & Part Exchange Handling: Manage part exchanges, deposits, service history, and overage stock (LLL), ensuring all entries and logs are accurate.
• Administration & Communication: Handle calls, CRM updates, post/courier tasks, PDQ logs, and maintain clear, timely communication with customers and internal teams.

Person specification

• Must have a valid, full UK licence (Essential) - Any job offer that requires driving company vehicles is subject to a DVLA check, and applicants with six or more penalty points or a previous disqualification may not meet our insurance requirements and therefore may not be eligible for employment.
• A well-presented, confident individual who is comfortable communicating to a diverse customer base
• Good communicative skills (oral and written)
• Exceptional customer service skills/a positive attitude to customer care
• Strong organisational skills
• Honesty and integrity
• Team player
• Effective time management and flexibility in working patterns needed
• Literate, numerate and proficient computer skills

Why Join Big Motoring World?

• Competitive pay and benefits
• Opportunities for development and progression
• A supportive and friendly working environment
• Uniform and training provided
• BIG Rewards: Get exclusive discounts from hundreds of retailers
• Enter the vehicle details to perform a used car quick search

Personal Contract Purchase Representative Example

Total Price

Total Deposit

Total Amount of Credit

Agreement Term

49 months

Annual Mileage

10,000 miles

Excess per mile

4p

Option to Purchase Fee

First Payment

47 Payments

Optional Final Payment

Interest Charges

Annual Fixed Interest Rate

6.32%

APR

12.9%

Total Amount Payable

All our calls are recorded for monitoring and training purposes
Big Motoring World is a trading name of Bapchild Motoring World (Kent) Limited.
Company number Registered in England and Wales.

Big Motoring World is a trading name of Bapchild Motoring World (Kent) Limited. Company number . Registered in England and Wales. Registered off address: Big Motoring World Head Office, Bailey Drive, Gillingham Business Park, Gillingham, Kent, ME8 0PZ. VAT No: . Bapchild Motoring World (Kent) Ltd is authorised and regulated by the Financial Conduct Authority, FCA Registered Number 686118.

Bapchild Motoring World (Kent) Limited t/a Big Motoring World is authorised and regulated by the Financial Conduct Authority for Consumer Credit activities; our Firm Reference Number (FRN) is 686118. Bapchild Motoring World (Kent) Limited t/a Big Motoring World is also an Appointed Representative of Automotive Compliance Ltd for Insurance distribution purposes. Automotive Compliance Ltd is authorised and regulated by the Financial Conduct Authority for Firm Reference number is 497010.

We will receive a commission from the lender for introducing you, which will either be a fixed fee or a fixed percentage of the amount you borrow. The lenders we work with pay commission at different rates. The exact amount of finance commission will be disclosed to you in good time before the conclusion of your finance agreement. Whilst we strive to provide you with suitable finance options, we receive financial incentives from our lenders which may influence the options we present. As a result, the products offered may not reflect the most competitive or impartial terms available in the wider market.

You can verify our authorisations on the FCA's Register by visiting or by contacting the FCA on .