Transaction Administrator

Location: Warrington

Job Types: Full-time, Permanent

Pay: £27,639.00 per year

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