Job Description

Job Purpose:

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

Functional Roles and Responsibilities

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

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

In case of trade in of vehicles, ensure appropriate documentation is received and payments received /released as applicable to customer/ banks.

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/information. Maintain and update all necessary records, files and database.

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

Co-ordinate with logistics and workshop for movement of vehicles, PDI, issuing PO for accessory fitment, re-conditioning and outside work

Raise LPO's and ensure timely follow up of the payments.

Ensure applicable system updates in a timely and accurate manner

Timely submission of bank deal documents to F&I and credit invoices to customers.

People Management Roles and Responsibilities

Train and support subordinates to work to their best potential and work effectively as a team to achieve department objectives

Education/Certification and Continued Education

Graduate, preferably in commerce


Years of Experience


* 3 - 5 years experience in similar role (administration) having 1 -2 years work experience in automotive industry