Administration Coordinator - G&A

Role Overview

Administration Coordinator - G&A at Al Tayer Group. The role provides professional administration and support services to enable the department and broader team to function effectively and efficiently.

Role Purpose

To manage administrative, inventory, documentation and operational coordination tasks across sales, finance, human resources and logistics functions within the automotive dealership environment.

Key Responsibilities

Inventory & Stock Management

• Reconcile VCC and Hayaza certificates, stock movement and stock on hand to ensure accurate records aligned with system information.
• Coordinate with sales to receive insurance policies, with GRO for vehicle registration and Salik tag purchase prior to customer delivery.
• Track daily vehicle delivery and follow up to ensure timely invoicing and timely processing of customer refunds.
• Coordinate with logistics and workshop for movement of vehicles, PDI, issuing purchase orders for accessory fitment, reconditioning and outside work.

Documentation & Compliance

• Submit bank deal documents to F&I and credit invoices to customers in a timely manner.
• Ensure appropriate documentation is received for vehicle trade-ins and coordinate payment release to customers or banks as applicable.
• Ensure all legal documentation is in order prior to release of VCC and Hayaza for all new and used vehicles.
• Maintain necessary documentation systems for efficient and orderly storage and retrieval of documents and information.
• Maintain and update all necessary records, files and databases.

Procurement & Logistics

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

Human Resources Support

• 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.

Systems & Operations

• Ensure applicable system updates in a timely and accurate manner.
• Provide necessary support services to departments and general administrative duties to support smooth functioning of business.

Qualifications & Experience

• Graduate, preferably in commerce.
• 2–3 years of experience in a similar administration and stock management role.
• 1–2 years of work experience in the automotive industry.