Administration Assistant

Functional roles and responsibilities

To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently.

• Provide necessary support services to departments and provide general administrative duties to support smooth functioning of business.
• Reconciliation of VCC/Hayaza certificates, stock movement, stock on hand in order to ensure accurate records, in line with the information available on the system.
• Coordinate with sales to receive insurance policy, with GRO for registration of the vehicle and for purchase of Salik tag, etc. prior to delivery to the customer.
• Track the daily vehicle delivery, follow up to ensure timely invoicing of the same and timely processing of customer refunds.
• Timely submission of bank deal documents to F&I and credit invoices to customers.
• In case of trade in of vehicles, ensure appropriate documentation is received and payments received/released as applicable to customer/banks.
• Daily reconciliation of expenses, IOU and cash on hand in a timely and accurate manner.
• Prepare statements of expense, traffic fines, etc. and submit for reimbursement.
• Monitor fines on the system, track status and liaise with concerned staff to clear the same.
• Coordinate with logistics and workshop for movement of vehicles, PDI, issuing PO for accessory fitment, re-conditioning and outside work.
• Ensure all legal documentation is in order prior to release of VCC/Hayaza for all new/used vehicles.
• Ensure applicable system updates in a timely and accurate manner.
• Maintain necessary documentation system for efficient and orderly storage and retrieval of documents/information. Maintain and update all necessary records, files and database.
• Raise LPOs and ensure timely follow up of the payments.
• Procurement of consumables for the showroom by following all related processes. Planning, organizing and distributing of uniforms and stationery to the floors.
• Monitor leave of staff including posting of leave, arranging annual leave ticket, keep track of unauthorized absenteeism and coordinate with payroll/HR/GR for leave notification, passport request etc.
• Facilitate timely requisition and distribution of employees’ documents such as passports, labor cards and other documents.
• Manage petty cash requirement for the sales department and ensure availability of cash at all times.

Education/certification and continued education

12th standard / high school / “O” levels

Years of experience

0-2 years relevant experience

Knowledge and skills

• Driving license
• Pleasant personality and good grooming
• Customer service orientation
• Knowledge of written & spoken English
• Relevant experience in the desired field.