Administration Assistant

To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently.ResponsibilitiesProvide necessary support services to departments and 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/released as applicable to customer/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.Co‑ordinate 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/ 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/information. Maintain and update all necessary records, files and database.Raise LPO’s 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/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.QualificationsEducation/Certification and Continued Education12th Standard / High School / "O" LevelsYears of Experience0-2 years relevant experienceKnowledge and SkillsDriving LicensePleasant personality and good groomingCustomer service orientationKnowledge of written & spoken EnglishRelevant experience in the desired field#J-18808-Ljbffr