Admin Assistant

Job Summary

The Admin Assistant supports the daily administrative and operational activities of the luxury used car sales division. The role ensures smooth documentation, coordination between departments, proper record management, and excellent support to the sales team and management.

Key Roles & Responsibilities

1. Administrative Support

• Provide day-to-day administrative assistance to management and sales team.
• Prepare and maintain sales documents, contracts, invoices, and vehicle records.
• Organize and manage filing systems (physical and digital).

2. Sales Coordination

• Assist sales executives with vehicle documentation and customer paperwork.
• Prepare quotations, delivery notes, and sales agreements.
• Follow up on pending documents and approvals.

3. Customer Handling

• Greet walk-in customers professionally.
• Answer phone calls, emails, and WhatsApp inquiries.
• Coordinate appointments between customers and sales executives.

4. RTA & Vehicle Documentation

• Support vehicle registration, transfer, and ownership documentation.
• Coordinate with RTA typing centers or PRO when required.
• Ensure all vehicle documents are updated and properly recorded.

5. Data Entry & System Updates

• Maintain accurate records in CRM / system.
• Update vehicle stock details (sold units, incoming cars, reserved units).
• Generate daily and weekly administrative reports.

6. Inventory & Office Management

• Monitor office supplies and place orders when needed.
• Maintain organized office environment.
• Coordinate courier and document dispatch.

7. Compliance & Confidentiality

• Ensure confidentiality of company and customer data.
• Follow company policies and UAE regulatory requirements.

Requirements

• Minimum 2–3 years experience in automotive or sales environment (preferred).
• Strong documentation and organizational skills.
• Knowledge of UAE vehicle registration procedures is an advantage.
• Proficient in MS Office (Excel, Word).
• Good communication skills in English.

Job Type: Full-time