Job Purpose:

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

Functional Roles and Responsibilities

• Ensure all legal documentation is in order prior to release of VCC / Hayaza for all new or used vehicles

• Reconciliation of VCC/Hayaza certificates, stock movement, and 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 and follow up to ensure timely invoicing of the same and timely processing of customer refunds

• In case of trade-in of vehicles, ensure appropriate documentation is received and payments received and released as applicable to customers and banks.

• Provide necessary support services to departments and provide general administrative duties to support the smooth functioning of business.

• Maintain the necessary documentation system for efficient and orderly storage and retrieval of documents and information. Maintain and update all necessary records, files and databases.

• Procurement of consumables for the showroom by following all related processes. Planning, organizing, and distributing uniforms and stationery to the floors.

• Monitor leave of staff, including posting of leave, arranging annual leave ticket, keeping track of unauthorized absenteeism and coordinating with payroll, HR, and GR for leave notification, passport requests, etc.

• Facilitate timely requisition and distribution of employees' documents, such as passports, labor cards and other documents

• Co-ordinate with logistics and workshop for movement of vehicles, PDI, issuing PO for accessory fitment, re-conditioning and outside work

• Raise LPO's and ensure timely follow-up of the payments.

• Ensure applicable system updates in a timely and accurate manner

• Timely submission of bank deal documents to F&I and credit invoices to customers.

People Management Roles and Responsibilities

• Train and support subordinates to work to their best potential and work effectively as a team to achieve department objectives

Skills

Education/Certification and Continued Education

• Graduate, preferably in commerce

Years of Experience

• 3 – 5 years experience in similar role (administration) having 1 1–2 years work experience in automotive industry