Administration Coordinator - G&A

Al Tayer Group Career site; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Al Tayer Group in Dubai seeks an organized administrative professional to support the department with comprehensive clerical duties and stock management. You will coordinate with sales for insurance, vehicle registrations, and Salik tag purchases, while monitoring deliveries and refunds.

You will ensure proper documentation, update records, and assist HR/payroll with leave and travel documents, enabling seamless showroom operations and compliance with internal processes.

Qualifications

• Graduate preferably in commerce.
• 2–3 years experience in similar role (administration and stock management)
• 1–2 years work experience in automotive industry.

Responsibilities

• Reconciliation of certificates, stock movement, stock on hand to ensure accurate records.
• Coordinate with sales to receive insurance policy, with GRO for vehicle registration and Salik tag purchases before delivery.
• Track daily vehicle delivery and ensure timely invoicing and processing of customer refunds.
• Submit bank deal documents to F&I and credit invoices to customers in a timely manner.
• Handle trade-in documentation, payments to customers/banks as applicable.
• Procurement of showroom consumables and distribution of uniforms and stationery.

Skills

Administration

Stock management

Education

Graduate preferably in commerce

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 / released as applicable to customer/ 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/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
• 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
• 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.
• Raise LPO’s 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