Administration Assistant (UAE National)

Role Overview

Administration Assistant (UAE National) with Al Tayer Group in Dubai, UAE. This role supports relevant departments by providing professional administration services to enable the team to function effectively and efficiently.

Role Purpose

Deliver comprehensive administrative support across multiple departments, ensuring smooth business operations through accurate record-keeping, timely processing of transactions, coordination with internal and external stakeholders, and efficient management of documentation and resources.

Key Responsibilities

Records Management & Reconciliation

• Reconcile VCC and Hayaza certificates, stock movement and stock on hand to ensure accurate records aligned with system information.
• Perform daily reconciliation of expenses, IOU and cash on hand in a timely and accurate manner.
• Maintain necessary documentation systems for efficient and orderly storage and retrieval of documents and information.
• Maintain and update all necessary records, files and databases.
• Ensure applicable system updates in a timely and accurate manner.

Vehicle Delivery & Customer Processing

• Track daily vehicle delivery and follow up to ensure timely invoicing and processing of customer refunds.
• Coordinate with sales to receive insurance policies, with GRO for vehicle registration and Salik tag purchase prior to customer delivery.
• Ensure all legal documentation is in order prior to release of VCC and Hayaza for all new and used vehicles.
• Manage trade-in vehicle documentation and ensure appropriate documentation is received and payments are released or received as applicable to customers and banks.

Financial & Banking Operations

• Submit bank deal documents to F&I and credit invoices to customers in a timely manner.
• Prepare statements of expense and traffic fines for reimbursement submission.
• Monitor fines on the system, track status and liaise with concerned staff to clear fines.
• Raise LPOs and ensure timely follow-up of payments.
• Manage petty cash requirements for the sales department and ensure availability of cash at all times.

Logistics & Procurement

• Coordinate with logistics and workshop for vehicle movement, PDI, issuing purchase orders for accessory fitment, reconditioning and outside work.
• Procure consumables for the showroom by following all related processes.
• Plan, organize and distribute uniforms and stationery to the floors.

Staff Administration

• Monitor staff leave including posting of leave, arranging annual leave tickets and tracking unauthorized absenteeism.
• Coordinate with payroll, HR and GR for leave notification and passport requests.
• Facilitate timely requisition and distribution of employee documents including 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.