Administration Executive – Trading Enterprises Aftersales

Job description / Role

Established in 1971, Trading Enterprises owns the sole distribution rights for Volvo, Chrysler, Jeep, Dodge and Ram vehicles. Recently, Trading Enterprises has added 2 high end luxury sports vehicles - Fisker and Lotus, to its portfolio. Fisker is a new generation electric car and is evidence of the company's commitment to support the environment for sustainable growth.

Competing in the UAE's Japanese, American and European automotive marketplace, the company is supported by a network of modern showrooms, workshops and parts outlets across the UAE, with sales and after-sales operations existing in all seven emirates.

Sales of Chrysler/Jeep and Dodge products have risen dramatically, reflecting the introduction of exciting new models. In the next few years there will be many more additions to the range featuring the unique combination of German engineering and American design.

Volvo is now firmly established in the UAE as a supplier of prestige automobiles, able to compete with the very best in the marketplace. Volvo, whilst retaining its enviable reputation for safety has now one of the most luxurious refined models ranges available. The V70 station wagon remains a firm favorite with Emirates Airlines for its Business Class limousine service.

To provide the full range of automotive services our State-of-the-art 'After Sales centers are situated throughout the UAE and exceed the exacting standards set by our customers and our manufacturer partners.

Trading Enterprises currently employs approximately 390 highly skilled employees of 20 varying nationalities. To further build capability in our staff and to enhance customer engagement levels, intensive customer service training program is conducted  on an ongoing basis for all staff at all levels, solidifying the company's endeavor to be recognized as the premier automotive company of choice.Job Purpose:
To work within National Aftersales office supporting the associates on HR related queries and other Admin related functions.Able to work under own initiative and within guidelines set and to prescribed reporting timescales on various parameters. To manage the manpower recruitment in time to ensure the availability of the planned manpower and of right competencies. To manage the service contract updation process and prepare monthly reports for review of accounts.

Your key duties will include the following:

* Maintains administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment; developing personal growth opportunities.
* Reviewing resumes and applications received from Al Futtaim website. Conducting recruitment interviews and providing the necessary inputs during the hiring process
* Conducting employee orientation and facilitating newcomers joining formalities. Maintaining and regularly updating master database (personal file, personal database, employee master file etc.).
* Reviewing job descriptions for all positions at regular intervals and updating them in consultation with the respective managers
* Centrally procure w/shop stationery, Printing materials and Staff Uniforms & distribution to branch operations as per requirements.
* Capital Expenditure & Cost Purchasing: Create purchase order or raise Capex to obtain necessary approvals and send to Vendor within 2 days from date of approval.
* Ensure to do the GR/IV within same day goods and invoice received. Submit original invoice along with supporting documents to AFSS for payment within a week time
* Service & Maintenance Contracts: Ensure contract activation process is done within same day received from W/Shop or showroom. Review Profit and Loss report monthly for contract price review. Update contract master file.
* Process fleet contracts and prepares monthly statements for submission to AFSS to raise debit notes to the customers as per the agreement period.
* CJDR Extended Warranty & Essential Care Plan: Check the amount collected and upload Max care contracts and LOFs in SAP and on Chrysler Vehicle Protection website regularly. Update master file and submit monthly sale report to NASM/SOM

JOB CONTEXT:

* Responsible for external and internal recruitment and follow up for timely on boarding.
* Provide weekly report on recruitment for review
* Responsible for administrative requirement of all locations like stationery, uniforms, housing etc.
* Responsible for contract / extended warranty updation and monthly report

Requirements

Minimum Qualifications and Knowledge: Degree / Diploma in any discipline.

Minimum Experience:
6 years in Automobile Aftersales industry, out of 6 years, 4 years of experience in administration role.

Job-Specific Skills:

* Analytical skills
* Application of new knowledge and  concepts
* Planning & organising
* Communication skills

Behavioural Competencies:
Team player

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.