Administrative Executive - Automotive

AlFuttaim; Dubai; On-site; AED 66,960 - 100,440; Full time

Job summary

AlFuttaim in Dubai seeks an Administrative Executive – Automotive to support sales operations, leasing, invoicing, and reconciliations. This full‑time role emphasizes accuracy, workflow coordination, and stakeholder communication in a fast‑paced environment.

The position requires prior administration and operations experience, with a preference for automotive industry exposure. Proficiency in Excel, Outlook, SAP, and CRM systems is beneficial for success in this role.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• Experience in administration, operations, sales support or coordination.
• Automotive industry experience is a plus, especially in sales operations, leasing, invoicing, or reconciliation.
• Strong understanding of administrative workflows and cross‑functional follow‑up.
• Strong attention to detail in invoices, reconciliations and data.
• Ability to manage multiple priorities and deadlines.
• Strong communication and interpersonal skills.
• Proficient with Microsoft Office: Excel and Outlook.
• Experience with SAP or CRM systems is an advantage.
• Ability to participate in UAT and explain system issues.
• Reliable with strong follow‑through.
• Comfortable in fast-paced, high-accuracy environments.

Responsibilities

• Maintain discount updates and coordinate lease deal documents; follow up on sales requirements.
• Review invoicing discrepancies and coordinate with teams to correct and close.
• Assist with account reconciliation by tracking outstanding items and supporting finance records.
• Follow up on collections matters and provide documentation updates.
• Coordinate daily administrative requests from sales, finance, operations, and other stakeholders.
• Track open tasks, approvals, issues, and follow-ups to keep workflows moving.
• Participate in user acceptance testing for business systems and process improvements.
• Identify system issues during testing and coordinate timely resolution.
• Maintain accurate business records, reports, and transaction files.
• Use Microsoft Office and internal systems to prepare updates and support reporting.
• Communicate with departments to resolve queries and close action points.
• Support process efficiency by identifying recurring issues and delays.
• Assist internal coordination related to sales, leasing, invoices, reconciliations, and controls.
• Maintain confidentiality and accuracy in handling business and financial information.
• Provide reliable support during busy periods and keep stakeholders updated.

Skills

Admin experience

Automotive sales ops

Workflow coordination

Attention to detail

Multitasking

Communication skills

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Excel

Outlook

SAP

CRM systems

Job description

Role Overview

Administrative Executive – Automotive (Full‑time)

Location: Dubai, United Arab Emirates

Industry: Automotive

Function: Administrative Support

Experience: Prior experience in administration, operations, sales support, or business coordination

Salary: 6,000–9,000 AED per month (estimated)

Key Responsibilities

• Support sales operations by maintaining discount updates, coordinating lease deal documentation, and following up on sales‑related requirements.
• Review invoicing discrepancies and coordinate with relevant teams to support timely correction and closure.
• Assist with account reconciliation activities by tracking outstanding items, checking supporting details, and helping finance teams maintain accurate records.
• Follow up on collections‑related matters where required and support internal teams with documentation or status updates.
• Coordinate daily administrative requests from sales, finance, operations, and other internal stakeholders.
• Track open tasks, pending approvals, operational issues, and process follow‑ups to keep workflows moving smoothly.
• Participate in user acceptance testing for business systems, process improvements, and platform enhancements.
• Identify system issues during testing, document observations clearly, and coordinate with relevant teams for timely resolution.
• Help maintain accurate business records, reports, transaction details, and administrative files.
• Use Microsoft Office and internal business systems to prepare updates, maintain trackers, and support operational reporting.
• Communicate with different departments to gather information, resolve queries, and close administrative action points.
• Support process efficiency by identifying repeated issues, delays, or gaps in daily workflows.
• Assist with internal coordination linked to sales processes, leasing activities, invoices, reconciliations, and operational controls.
• Maintain confidentiality and accuracy when handling business, customer, financial, or transaction‑related information.
• Provide reliable support during busy periods by prioritizing urgent requests and keeping stakeholders updated.

Ideal Profile

• Bachelor’s degree in Business Administration or a related field is preferred.
• Previous experience in an administrative, operations, sales support, or coordination role.
• Automotive industry experience is an advantage, especially within sales operations, leasing, invoicing, reconciliation, or business support.
• Good understanding of administrative workflows, internal coordination, and operational follow‑up.
• Strong attention to detail when reviewing invoices, reconciliations, transaction records, and system data.
• Ability to manage several priorities, deadlines, and stakeholder requests at the same time.
• Good communication and interpersonal skills for working with sales, finance, operations, and support teams.
• Comfortable using Microsoft Office, especially Excel, Outlook, and document management tools.
• Experience with SAP, CRM platforms, or similar business systems is an advantage.
• Ability to participate in UAT activities and explain system issues clearly.
• Reliable working style with strong follow‑through and ownership of assigned tasks.
• Comfortable in a fast‑paced environment where accuracy, responsiveness, and coordination are essential.

Key Skills

• Administrative support
• Automotive operations
• Sales support
• Lease deal coordination
• Discount maintenance
• Invoice discrepancy follow‑up
• Account reconciliation support
• Collections follow‑up
• Operational coordination
• Cross‑functional communication
• Internal stakeholder support
• Workflow tracking
• Task follow‑up
• Business documentation
• UAT support
• System testing
• Issue reporting
• Process coordination
• Microsoft Office
• Microsoft Excel
• Outlook
• SAP
• CRM systems
• Data accuracy
• Administrative reporting
• Records management
• Process efficiency
• Finance coordination
• Sales administration
• Business support