Administration Coordinator - GandA

Al Tayer Group; Dubai; On-site; AED 70,000 - 110,000; Full time

Job summary

Al Tayer Group in Dubai is seeking an administrative professional to support the designated department with stock control, document management and general clerical duties to keep operations running smoothly. You will reconcile certificates, coordinate vehicle insurance and registration, monitor deliveries, and ensure timely invoicing and refunds.

The role also covers procurement, leave tracking, and maintaining records.

Qualifications

• Graduate with commerce degree and relevant admin/stock experience.
• 2–3 years in administration and stock management, automotive preferred.
• 1–2 years in the automotive industry is advantageous.

Responsibilities

• Reconcile stock records and certificates to ensure accurate data.
• Coordinate with sales and GRO for insurance, registration, and Salik procurement.
• Track daily vehicle deliveries and support invoicing and refunds.
• Submit bank deal documents to F&I and credit invoices to customers on time.
• Handle trade-ins documentation and ensure payments are processed.
• Procure showroom consumables and distribute uniforms and stationery.
• Monitor staff leave and coordinate with payroll/HR for notifications.
• Facilitate administration of employee documents (passports, labor cards).
• Coordinate vehicle movement with logistics and workshop for PDI and accessories.
• Maintain up-to-date legal documentation for VCC/Hayaza releases.
• Raise LPOs and ensure timely follow-ups on payments.

Skills

Administration

Stock management

Documentation

Coordination

Customer service

Education

Commerce degree

Tools

MS Office

Job description

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