Administration Assistant (UAE National )

Role Overview

Administration Assistant (UAE National) at Al Tayer Group in Dubai, UAE.

Role Purpose

Support relevant departments by providing professional administration services that enable teams to function effectively and efficiently.

Key Responsibilities

General Administration

• Provide necessary support services to departments and general administrative duties to support smooth functioning of business.
• Maintain necessary documentation system for efficient and orderly storage and retrieval of documents and information.
• Maintain and update all necessary records, files and database.
• Ensure applicable system updates in a timely and accurate manner.

Financial & Cash Management

• Perform daily reconciliation of expenses, IOU and cash on hand in a timely and accurate manner.
• Prepare statements of expense and traffic fines and submit for reimbursement.
• Manage petty cash requirement for the sales department and ensure availability of cash at all times.
• Raise Local Purchase Orders and ensure timely follow up of payments.

Vehicle Documentation & Records

• Reconcile VCC/Hayaza certificates, stock movement and stock on hand to ensure accurate records in line with system information.
• Ensure all legal documentation is in order prior to release of VCC/Hayaza for all new and used vehicles.
• Coordinate with sales to receive insurance policy, with GRO for vehicle registration and for purchase of Salik tag prior to delivery to customer.
• Process trade-in documentation for vehicles; ensure appropriate documentation is received and payments received or released as applicable to customer or banks.

Vehicle Delivery & Invoicing

• Track daily vehicle delivery and follow up to ensure timely invoicing and timely processing of customer refunds.
• Submit bank deal documents to F&I and credit invoices to customers in a timely manner.

Logistics & Workshop Coordination

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

Traffic & Compliance Management

• Monitor fines on the system, track status and liaise with concerned staff to clear the same.

Procurement & Supply

• Procure consumables for the showroom by following all related processes.
• Plan, organize and distribute uniforms and stationery to the floors.
• Raise Local Purchase Orders and ensure timely follow up of payments.

Staff Administration

• Monitor leave of staff including posting of leave, arranging annual leave ticket, keep track of unauthorized absenteeism and coordinate with payroll, HR and GR for leave notification and passport request.
• Facilitate timely requisition and distribution of employees' documents such as passports, labor cards and other documents.

Qualifications & Experience

• 12th Standard, High School or O Levels.
• 0–2 years relevant experience.

Skills & Competencies

• Valid Driving License.
• Pleasant personality and good grooming.
• Customer service orientation.
• Knowledge of written and spoken English.
• Relevant experience in the desired field.

Additional Information

• Position restricted to UAE Nationals only.