Vehicle Auction Operations Controller - Cape Town - 1 year FTC at Ellahi Consulting

Core Purpose of the Role

• To ensure the effective operational management, validation, inspection control, compliance, and financial coordination of auction vehicles within a corporate vehicle auction environment. The role is responsible for ensuring all vehicles meet client, compliance, quality control, and documentation standards prior to auction.

Requirements

Academic Qualifications
Minimum requirements:

• Grade 12 – Essential
• Certificate in Logistics, Supply Chain, Business Administration or related field (advantageous)

Work Experience
Essential:

• 2–4 years in vehicle auctions, fleet management, or automotive operations
• Knowledge of NATIS processes and vehicle documentation management

Knowledge & Skills

• Understanding of vehicle auction operations and processes
• Knowledge of NATIS documentation and vehicle registration requirements
• Understanding of quality control inspection processes within automotive environments
• Basic knowledge of financial processes relating to invoicing and supplier payments
• Understanding of corporate compliance and internal control environments
• Strong administrative and coordination skills
• Excellent follow-up and tracking ability
• Financial reconciliation and invoice verification skills
• Intermediate MS Excel and systems proficiency
• Strong attention to detail
• Ability to manage multiple tasks and deadlines simultaneously
• Effective communication and stakeholder engagement skills
• Problem-solving and issue-resolution capability

Personal Attributes

• High level of accountability and ownership
• Proactive and self-motivated
• Deadline-driven and results-oriented
• Detail-oriented with high accuracy levels
• Ability to work under pressure in a high-volume environment
• Reliable and consistent follow-through
• Professional and service-oriented approach

Key Deliverables and Outputs
Vehicle Validations & Client Compliance

• Conduct vehicle validations, specifically for OEM clients (e.g., Ford)
• Manage validations for smaller corporate clients
• Ensure all vehicles meet contractual and client-specific standards before auction listing
• Flag and escalate vehicles relisted more than three times

Inspections & Quality Control

• Ensure MQ Finance vehicles are inspected timeously
• Follow up on all pending inspections
• Confirm Quality Control (QC) checks are completed and properly recorded
• Follow up on pending QC requirements
• Ensure all stock is scanned weekly and reconciled against system records

Branding & Asset Preparation

• Ensure vehicle branding removal is completed prior to auction
• Confirm branding removal costs are correctly captured under Invoice Extras
• Follow up on outstanding branding removals

Documentation & Compliance

• Follow up on outstanding NATIS documentation
• Ensure all vehicles have compliant registration documentation before sale
• Maintain accurate records aligned with internal audit and governance requirements

Financial & Supplier Management

• Follow up on supplier invoices
• Ensure supplier invoices are processed and paid timeously
• Liaise with finance department to resolve invoice discrepancies
• Ensure costs relating to inspections, branding removal, and other services are accurately recorded

Reporting & Administration

• Assist with daily operational reporting
• Generate and distribute ad hoc reports as required
• Maintain accurate stock tracking and system updates
• Support day-to-day operational requirements within the auction division

Key Performance Areas

• Inspection turnaround times
• QC compliance rate
• NATIS documentation turnaround
• Relist reduction rate
• Stock accuracy (weekly scan reconciliation)
• Supplier payment turnaround time
• Client SLA adherence