Administration Assistant (UAE National)

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


Responsibilities
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.


Qualifications
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.