Our client, a multinational commercial vehicle company based in Jebel Ali, Dubai is looking for an Administrator.
Reporting To: Financial Services Brand Director
Job Purpose The Administrator is responsible for executing contract creation and implementation, account administration, and account closure processes for the Middle East portfolio under the supervision of the Brand Director (BD), Regional Manager (RM), and Credit Administration Manager (CAM). The role ensures a high level of customer service and actively contributes to continuous improvement initiatives within the local team and Finance International Credit Administration.
Key Responsibilities
Cooperation Cooperate actively to achieve an even workload within the team. Maintain a high level of service within the credit administration area for customers. Independently resolve issues related to credit administration. Support and assist new colleagues in developing their skills.
Process Management Maintain updated accounts and systems related to contract flows. Continuously review daily routines and suggest process improvements. Participate in mapping and developing Credit Administration processes together with the BD, RM, CAM, and Process Manager (PM). Act as a super user of relevant systems.
Contract & Delivery Administration Generate contracts and supporting documentation following credit approval for review by the central Credit Administrator (CA) and submission to customers. Create and maintain contract files, ensuring all required documentation is properly stored. Monitor and follow up on the submission of original documents signed by all relevant parties. Verify receipt of down payments and confirm that customers are not listed as overdue prior to delivery. Obtain all required documentation and confirmed actions from customers and distributors to facilitate delivery of financed objects, including comprehensive vehicle insurance and registration cards confirming mortgage/pledge arrangements. Obtain Head Office (HO) approval for deliveries and communicate approvals promptly to dealers and customers. Support and coordinate vehicle handovers to customers, ensuring Middle East participation during deliveries and, where applicable, registration, notarisation, and pledge procedures. Ensure Acceptance Certificates are duly signed following delivery and submitted promptly to HO.
Credit Administration Review and process incoming supplier invoices for payment and maintain communication with suppliers. Forward invoices to HO for processing. Prepare ownership transfer letters (or similar documents) upon full settlement of contracts. Support HO in maintaining updated contract records in View21, including notes and discrepancy notifications. Inform HO of changes in customer information, including address and bank details. Initiate requests for documentation from HO and review received documents. Collect, follow up on, and submit missing original documents to HO. Monitor insurance expiries and renewals.
General Administration Monitor daily incoming payment lists and regular overdue (OD) lists. Track office consumables and equipment and prepare purchase requests when required. Maintain up-to-date internal meeting agendas and shared information. Store cheques and original documents securely in the company safe box.
Reporting Prepare the monthly Pipeline Report for internal stakeholders. Provide information and inputs for portfolio and company statistics.
Compliance & Information Management Stay informed about developments related to credit administration, including customs authorities, Incoterms, and customer overdue situations. Maintain up-to-date knowledge of credit policies to ensure correct implementation within contracts.
Collections Support Conduct proactive customer reminders before payment due dates. Perform follow-up calls regarding overdue payments. Carry out soft collection activities through telephone reminders and written correspondence.
Experience Required1-2 years of practical experience in a similar role. Experience in:Administration Financing International contacts
Education Preferably a University Degree in Finance or Economics. Minimum High School Degree in Economics