Administration Assistant (UAE National)

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

Functional Roles and Responsibilities • 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 • Co-ordinate 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 LPO’s 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.