Administrative Assistant

AFFLUENCE188; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A dynamic automotive company in Singapore is seeking a Sales Admin. The role involves managing loan and finance applications, organizing vehicle sales documentation, and liaising with various stakeholders. Strong organizational skills and experience in document management are essential. This position offers a chance to be a vital part of the sales process in a fast-paced environment.

Qualifications

• Strong ability to manage and organize documents related to sales and finance.
• Experience with financial applications and claims processes.
• Excellent communication skills to liaise with various stakeholders.

Responsibilities

• Collect and submit loan applications and required documentation.
• Prepare vehicle sales agreements and maintain sales documents.
• Coordinate and support internal operations and general company matters.

Skills

Document management

Communication skills

Organizational skills

Financial reconciliation

Tools

Google Drive

Excel

Job description

CONCEPTZ WORKS - Administrative

Sales Admin - Job Scope

1. Loan & Finance Management

• Collect all required documents from the salesperson to prepare and submit loan applications.
• Submit loan applications to financial institutions.
• Liaise with finance companies until loan disbursement is received.
• Submit flooring applications for vehicles with trade-ins.
• Submit full settlement forms and follow up on full settlement amounts from finance companies.

2. Insurance & Regulatory Tasks

• Provide insurance quotations to salesperson.
• Register VEP (Vehicle Entry Permit) for relevant vehicles.
• Apply for season parking as needed.
• Prepare and submit insurance or finance-related claims forms when applicable.

3. Vehicle Sales & Documentation

• Prepare and issue Vehicle Sales Agreements (VSA) and Vehicle Purchase Agreements (VPA).
• Organize and maintain all vehicle sale documents: invoices, receipts, trade-in papers, and loan forms.
• Systematically file and manage documents in Google Drive and physical folders.

4. Accounts & Reporting

• Retrieve and compile Bank Statement and CSV files following the month.
• Tally and reconcile all invoices and receipts per transaction.
• Insert remarks and notes into the CSV for each transaction to clarify entries.
• Submit the completed and annotated CSV to the accounts department.
• Update the car sales Excel sheet and share with accounts department.
• Support preparation and tallying of the company's Profit & Loss (P&L) statements.

5. Administrative & Operational Support

• Liaise with sales staff, finance companies, insurance agents, and customers.
• Coordinate full document workflow for car sales, including trade-in and settlement processing.
• Handle administrative support for all car sales processes and financing procedures.

6. Claims & Company Support

• Prepare and submit staff claims and internal reimbursement forms accurately and on time.
• Track and follow up on approval and disbursement of claims.
• Assist in general company matters and ad hoc tasks assigned by management.
• Provide ongoing administrative support for internal operations.