Administration Coordinator - G&A

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

Job summary

Al Tayer Group is seeking an experienced admin professional in Dubai to support department operations, maintain records, and coordinate stock and showroom activities. This role requires strong organizational skills and attention to detail.

Responsibilities include reconciling certificates, stock movements, invoicing, and coordinating with sales for registrations and policy purchases. The ideal candidate has 2–3 years in administration/stock management, with 1–2 years in the automotive sector.

Qualifications

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

Responsibilities

• Reconcile VCC/Hayaza certificates, stock movement, and stock on hand to keep records accurate.
• Coordinate with sales to receive insurance policy, GRO registration, and Salik tag purchases prior to delivery.
• Track daily vehicle delivery and ensure timely invoicing and refunds.
• Submit bank deal documents to F&I and credit invoices to customers.
• Handle documentation for vehicle trade-ins and payments to customers/banks.
• Procure showroom consumables and manage uniforms and stationery distribution.
• Monitor staff leave and coordinate with payroll/HR for notifications.
• Distribute employee documents like passports and labor cards.
• Coordinate with logistics and workshop for vehicle movement, PDIs, and accessory fitment.
• Ensure legal documentation is in order before releasing VCC/Hayaza for new/used vehicles.
• Update applicable systems timely and accurately.
• Provide support services to departments and perform general admin duties.
• Maintain organized document storage and databases; raise LPOs and follow up payments.

Skills

Administration

Stock management

Automotive industry experience

Education

Bachelor's degree 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