Administration Assistant

Functional roles and responsibilities • To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently. • Provide necessary support services to departments and perform 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 or released as applicable to customer or 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. • Coordinate 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 or 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 and information. Maintain and update all necessary records, files and database. • Raise LPOs 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 and 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 • Driving license. • Pleasant personality and good grooming. • Customer service orientation. • Knowledge of written and spoken English. • Relevant experience in the desired field.