Administration Assistant

Role overview

Administrative and vehicle operations

• Provide general administrative support to departments.
• Reconcile VCC/Hayaza certificates, vehicle stock movements, and stock on hand against system information.
• Coordinate insurance policies, vehicle registration, and Salik tag purchases before delivery.
• Track vehicle deliveries and follow up on invoicing and customer refunds.
• Submit bank deal documents to F&I and credit invoices to customers.
• Verify trade-in documents and payments received or released to customers and banks.
• Coordinate vehicle movement with logistics and the workshop, including PDI, accessory fitment, reconditioning, and outside work.
• Ensure legal documentation is in order before releasing VCC/Hayaza for new and used vehicles.

Finance, records, and procurement

• Reconcile expenses, IOUs, and cash on hand; prepare expense and traffic-fine statements for reimbursement.
• Monitor fines and liaise with staff to clear them.
• Update systems accurately and maintain records, files, and document storage and retrieval.
• Raise LPOs and follow up on payments.
• Procure showroom consumables and organize and distribute uniforms and stationery.
• Manage petty cash for the sales department and maintain cash availability.

Staff administration

• Monitor and post staff leave, arrange annual leave tickets, track unauthorized absences, and coordinate leave notifications with payroll, HR, and GRO.
• Coordinate requests for passports and other employee documents and facilitate timely distribution of passports, labor cards, and related documents.

Qualifications and skills

• 12th Standard, high school, or O-level education.
• 0–2 years of relevant experience.
• Driving license.
• Customer service orientation and knowledge of written and spoken English.
• Pleasant personality and good grooming.