Administration Coordinator

Job description

To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently.

Responsibilities:

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 customers or banks.

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 GRO for leave notification, passport request, etc.

Facilitate timely requisition and distribution of employees’ documents such as passports, labor cards and other documents.

Coordinate with logistics and workshop for movement of vehicles, PDI, issuing PO for accessory fitment, reconditioning and outside work.

Ensure all legal documentation is in order prior to release of VCC/Hayaza for all new and used vehicles.

Ensure applicable system updates in a timely and accurate manner.

Provide necessary support services to departments and provide general administrative duties to support smooth functioning of business.

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.

Qualifications:

Graduate preferably in commerce.

2–3 years experience in similar role (administration and stock management) having 1–2 years work experience in automotive industry.