Administration Assistant (UAE National)

Role Overview

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

Role Purpose

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

Key Responsibilities

General Administration

• Provide necessary support services to departments and general administrative duties.
• 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 and Payment Processing

• 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 on time.
• 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 LPOs and ensure timely follow up of payments.

Vehicle Documentation and Compliance

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

Fines and Compliance Monitoring

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

Vehicle Movement and Operations

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

Procurement and Supply Management

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

Staff and HR Coordination

• Monitor leave of staff including posting of leave, arranging annual leave ticket and keeping track of unauthorized absenteeism.
• 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

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