Admin Executive - AF Motors

Job description / Role

Admin Executive - AF Motors - Ajman

Al-Futtaim Motors occupies the pre-eminent position of the largest distributor of automotive products in the Emirates, and leads the rapid development of automobile business in the UAE, while continuing to contribute to Toyota's worldwide growth.

Today, Al-Futtaim Motors is synonymous with Toyota and Lexus, which enjoys undisputed leadership in the UAE in terms of the largest number of vehicles on the road. Besides Toyota, AF Motors also holds exclusive franchises for some of the world's top automotive products like Hino - Japan's leading heavy-duty vehicle manufacturer, Toyota forklifts and BT warehouse equipment.

To provide full back-up support to these world-class franchises, AF Motors have an established network of showrooms and service & parts centers throughout the UAE.

We are looking for a Sales Administrative to be based in Ajman who shall be responsible for all the administrative functions at the branch and provides the sales team with the support required to deliver a first class experience to our customers.

The job holder will be responsible for providing support for the day-to-day working of the Service Department. The person recruited to the position will need excellent organisational and communication skills, be able to work to tight deadlines, handle confidential matters and have attention to detail.

The main responsibilities include:
- Coordinate the holiday, training and leave requests for all workshop employees to ensure business operational cover is maintained at all times.
- Segregate and review all financial documents forwarded for Service Manager's signature, ensuring copies of invoices and clear explanation of request are available.
- Ensure implementation of all company policies and procedures.
- Collate operational information to a standardized format including staff headcount- org charts.
- Review monthly incentive and commission submissions within agreed parameters.
- Efficient daily financial and performance information distribution to relevant departments.
- Analyse areas outside of acceptable KPI's and inform relevant managers.
- Produce Monthly Management presentations for the workshop.
- Produce Monthly business analysis reports to Director.
- Collate year on year comparison figures.
- Monitor accurate and efficient work in progress reports for weekly distribution.
- Ability to communicate at all levels with customers, suppliers and the business.
- Manage customer complaints in a professional and constructive way to enhance customer satisfaction.
- Log and distribute customer concerns for 48 hour resolution, provide monthly analysis reports by branch.
- Take notes and forward minutes of key business meetings.

Requirements

Diploma or Degree in:
- Business Administration
- Business Management

Minimum Experience:
- 3 years as Secretary, Business Support, or HR analyst.

Job-Specific Skills:
- Ability to use Excel, Word and PowerPoint.
- Ability to provide outstanding customer service.
- Ability to maintain fair, consistent set of standards.
- Ability adjust priorities and structure time wisely in a fast paced environment.
- Ability to maintain strong administration skills.
- Ability to communicate in a clear, concise, understandable manner and listen attentively to others to understand material, and provide instructions to all employees.
- Ability to operate all equipment necessary to perform their job.

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.