Administration Assistant (UAE National)

مجموعة الطاير; Dubai; On-site; AED 60,000 - 100,000; Full time

Job summary

مجموعة الطاير is seeking an organized Administrative Assistant to support multiple departments with essential clerical duties, document control, and coordination for smooth operations in Dubai.

You will handle daily office tasks, coordinate with sales and logistics, maintain records, and assist with invoicing and payments. The role requires 0-2 years experience and a High School diploma, with good English communication and a professional appearance.

Qualifications

• Education to high school level or equivalent required.
• 0-2 years relevant experience preferred.
• Good command of written and spoken English is essential.

Responsibilities

• Provide necessary support services to departments and general administrative duties.
• Reconcile certificates, stock movement, and maintain accurate records.
• Coordinate with sales for insurance, GRO registration, and Salik tag purchases.
• Track daily vehicle deliveries and ensure timely invoicing and refunds.
• Submit bank deal documents and credit invoices for processing.
• Handle trade-in documentation and payments to customers/banks.
• Manage daily expenses, IOUs, and cash on hand with timely reporting.
• Prepare expense statements and monitor fines for clearance.
• Coordinate with logistics/workshop for vehicle movement and PDI.
• Maintain legal documents for new/used vehicles and update systems.
• Maintain records and handle LPOs and payments follow-up.
• Procure showroom consumables and manage uniforms/stationery distribution.
• Monitor staff leave and coordinate with payroll/HR/GR; manage employee documents.
• Manage petty cash for the sales department to ensure cash availability.

Skills

Driving License

Pleasant personality

Customer service orientation

Knowledge of written & spoken English

Relevant experience in the desired eld

Education

12th Standard / High School / “O” Levels

Job description

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

Responsibilities

Functional Roles and Responsibilities

• Provide necessary support services to departments and provide 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.

Qualifications

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 & spoken English
• Relevant experience in the desired field.