Supply Operations Executive

Based in Leatherhead, please check commute before applying

Role Summary:

To manage and coordinate the end-to-end supply, allocation, and delivery of new vehicles across all sales and distribution channels, ensuring efficient order fulfilment, accurate administration, and exceptional support to retailers and internal stakeholders. The successful candidate will act as part of a team and central point of contact for vehicle supply operations, resolving logistical issues, providing supply information and registration guidance, and ensuring timely vehicle delivery while maintaining compliance with company processes and DVLA requirements.

We want you to:

Key Responsibilities:

• Provide an efficient supply of new vehicles to all distribution channels (inc. Retailer, Fleet, Company Cars, Employee Scheme, Emergency Services, and Online Orders).
• Process vehicle allocations and monitor preparation / delivery.  Proactively resolve logistical issues and ensure timely delivery of cars to customers.
• Point of contact to resolve queries and provide support to the Retailer Network, Field Sales, Tilbury Import Centre, Distribution Partner, and Hyundai Finance Services.
• Administer new vehicle supply procedures and system processes, produce order & stock reports.
• Provide guidance to Retailer network on all registration processes and DVLA procedures.
• Handle all calls & emails / tickets positively, provide accurate supply information to Retailer Network and internal customers.  Ensure availability to take incoming calls and respond to tickets via the systems provided.

Core Team Duties

• Supply Helpdesk Phone Support / Call Handling.
• Respond to Supply Tickets / Retailer Queries in a timely manner.
• Analyse Factory Production / Shipping Schedules / Quote ETA's for Pipeline Orders.
• Process Vehicle Orders & Cancellations / Amendments.
• Action Sales Type Change Requests via Ticketing System & SAP.
• Ring-fence Stock for Retailer Fleet Deals & Process Allocations / PDIs / Deliveries (working with Fleet Operations Managers).
• Arrange Miscellaneous Uplifts / Vehicle Movements for Retailer Transfers / Returns.
• Progress Chase Orders with Tilbury & ECM (Vehicle Preparation, Repairs, Offloads & Deliveries).
• Update Cherished Transfers / Registration Number Amendments / De-registrations.

Individual Tasks (Assigned to Members of Supply Team)

• Produce & Distribute Cars On Inventory Hold Report & Monitor Inventory Hold Expiry Dates
• Process Police Orders & Update Tilbury Police Log
• Produce Weekly Order Status Reports for Police Authorities Complete V55 Registrations in HyWay for Police Sales (NOS)
• Ring-fence New Retailer Launch Stock & Arrange Deliveries
• Produce & Distribute Hyundai Capital Morning Reports (Credit Hold and Pending Wholesale)
• Action Daily Credit Rejections  / Approved Credit Hold Releases (Hyundai Finance)
• Co-ordinate Daily V55 Print and Post (Registration Forms)
• Resolve Registration Disputes
• Reserve / Allocate Car Swap Vehicles for Customer Service
• Produce & Distribute Daily Orders Report
• Advise Allocated Damaged Cars to Relevant Retailer & Prioritise Sold Orders with Tilbury
• Process Company Car / Marketing / Product / Press / Fleet Demo Vehicle Requests
• Process Uplift Returns in SAP
• Monitor Optional Extra Installations at Tilbury & Chase Completion
• Advise Offload Cars to Relevant Retailer
•  & Prioritise Sold Orders with Tilbury
• Ring-fence Stock & Process Orders for Fleet Contracts
• Process Employee Car Scheme Orders in SAP & Provide ETAs
• Process ECOS Orders in SAP & Provide ETAs
• Validate ECM Invoices for Vehicle Movements & Process for Payment

About you:

• Strong customer service orientation.
• Excellent telephone /email skills, detail conscious & accurate.
• Self-motivated / positive attitude with good teamworking skills.
• Organized and good co-ordination skills.
• Ability to operate under pressure and be flexible.
• Numerate / keyboard skills / articulate.
• Good problem-solving skills.

Rewards and Benefits

• Competitive Salary & Benefits Package
• Private Medical Insurance
• Pension 6% Matched
• 25 Days Holidays plus Bank holidays with option to buy/sell
• Group Income Protection & Life Assurance
• Flexible Benefits & Retail Discount
• Flexible Working
• Access to Hyundai & Genesis Sponsored events 
• Access to Employee Car Scheme (once passed probation)
• Office Lunch Allowance