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