JOB DESCRIPTIONPosition: Exchange Executive / Exchange Manager

Department: Sales & Exchange

Company: Simran Automobiles – Royal Enfield Dealership

Location: As per business requirement

Reporting To: Sales Manager / Management

1. Job Purpose

To manage the complete exchange process for Royal Enfield and other brand vehicles, including customer handling, used vehicle valuation, documentation, exchange deals, and new customer generation, ensuring smooth transactions and maximum business opportunities for the dealership.
1. Key Responsibilities

A. Exchange Business & Customer Handling

- Handle exchange enquiries for Royal Enfield and other two-wheelers or vehicle models as per company policy.
- Explain exchange offers, valuation, price differences, and applicable terms and conditions to customers.
- Coordinate with the sales team to convert exchange enquiries into new vehicle sales.
- Maintain professional relationships with customers and ensure a smooth exchange experience.

B. Vehicle Valuation & Pricing

- Inspect exchange vehicles and assess their physical condition, model, manufacturing year, kilometres driven, market demand, and resale value.
- Conduct market research to determine the fair market value of used vehicles.
- Prepare valuation reports and recommend suitable exchange prices.
- Identify vehicles requiring repairs, refurbishment, or additional checks before purchase.
- Obtain approval from the authorized management personnel before finalizing any valuation, discount, or exchange deal beyond the approved limits.

C. Documentation & Compliance

- Verify and collect all necessary vehicle documents, including RC, insurance, PUC, ID proof, loan or hypothecation details, and other applicable transfer documents.
- Verify vehicle ownership and coordinate the process for outstanding loans, NOC, and ownership transfer wherever applicable.
- Ensure that exchange documentation is complete, accurate, and properly recorded.
- Maintain customer records, vehicle valuation sheets, exchange agreements, payment details, and delivery records.
- Coordinate with the Accounts, Sales, and RTO teams to complete the exchange process as per company procedures and applicable legal requirements.




- Ensure that no vehicle is accepted or committed for purchase without the required verification and approvals.

D. New Customer Generation & Business Development

- Generate new exchange leads through customer referrals, calling, WhatsApp campaigns, local market visits, and other approved marketing activities.
- Contact existing customers and prospective buyers to generate exchange opportunities.
- Coordinate with the sales team to convert exchange leads into new Royal Enfield sales.
- Build relationships with used-vehicle dealers, brokers, and potential customers to increase exchange business.
- Maintain a regular follow-up system for pending enquiries and prospective customers.

E. Stock Management & Coordination

- Maintain a proper record of all vehicles received under exchange, including valuation, purchase cost, repair expenses, and current status.
- Coordinate the resale or disposal of exchange vehicles with authorized personnel.
- Monitor exchange vehicle stock and provide regular updates to management.
- Ensure that vehicles are properly inspected and their records are updated before resale or further transfer.

F. Reporting & Performance Monitoring

- Maintain a daily exchange enquiry and lead-conversion report.
- Submit daily, weekly, and monthly reports covering:
- Total exchange enquiries generated.
- Number of vehicles inspected and valued.
- Exchange deals finalized.
- New customers generated.
- Exchange-related new vehicle sales.
- Vehicle purchase value and resale value.
- Pending documentation and ownership transfers.
- Lost leads and reasons for non-conversion.
- Achieve exchange business targets assigned by management.

1. Key Performance Indicators (KPIs)

- Number of exchange leads generated per month.
- Exchange enquiry-to-deal conversion ratio.
- Contribution of exchange deals to new vehicle sales.




- Accuracy of vehicle valuation and pricing recommendations.
- Completeness and accuracy of documentation.
- Timely completion of exchange transactions and ownership transfers.
- Profitability of exchange vehicles, where applicable.
- Customer satisfaction and follow-up effectiveness.
- Accuracy and timely submission of MIS reports.

1. Required Skills & Qualifications

- Graduate preferred; candidates with relevant automobile sales or used-vehicle experience may also be considered.
- Experience in automobile sales, used-vehicle exchange, valuation, or dealership operations will be preferred.
- Good knowledge of vehicle models, market prices, and resale value.
- Understanding of RC, insurance, hypothecation, NOC, and ownership transfer procedures.
- Strong negotiation, customer-handling, and communication skills.
- Ability to generate leads, convert enquiries, and achieve targets.
- Basic computer knowledge, Excel, WhatsApp, and MIS reporting skills.
- Honest, responsible, detail-oriented, and commercially aware.

1. Authority & Accountability

- The employee shall be responsible for the complete exchange process from lead generation to deal closure and documentation.
- All vehicle purchase commitments, final valuations outside approved limits, special discounts, and exceptional deals must be approved by authorized management.
- No unauthorized cash collection, payment commitment, or vehicle purchase shall be permitted.
- The employee shall be accountable for documentation accuracy, customer communication, valuation records, and exchange-related reporting.
- Any discrepancy, ownership issue, suspected fraud, or financial risk must be reported to management immediately.

1. Expected Outcome

The primary objective of this position is to establish a structured and profitable exchange business, generate new customers, improve recent vehicle sales conversion, maintain complete documentation, and ensure transparency and accountability in every exchange transaction. Pay: ₹10,000.00 - ₹20,000.00 per month

Benefits

- Cell phone reimbursement
- Flexible schedule
- Health insurance
- Internet reimbursement
- Provident Fund

Work Location: In person

📌 Customer Sales Advisor (Panchkula)
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