Senior administration executive

Job Description:

• To manage Business Support and Administration team, who oversees processing vehicle payment purchase and vendor payments based on the recently updated SOP.
• Ensures that all facility related expenses are processed on time and the budget is monitored.
• Ensures that all external vendors are paid on time.
• Ensures that outsourced labour vendors are paid accurately and on time.

Key Responsibilities:

1. Managing Purchase Admin Team-

• Implement rules and regulations among the admin team to ensure admin tasks were completed in a timely manner.
• Guide Admin Team in terms of making decisions that will help improve admin process.
• Supervise the team by checking and updating all reports and tracker files needed. Provide a standard in regards to entering specs/configuration of each vehicle.
• Ensure Quality Control for Daily, Weekly & Monthly Reports are done per the Standard Report Generation Requirement before sending to recipients.
• Reviews Standard Operating Procedures and ensures that purchase, payment and other processes related to Wholesale are followed per the guidelines.
• Provide Assistance to all Automall branches in terms of day to day operational requirements, i.e. office supplies, asset management and facilities.
• Ensures that the SOP is up to date at all times.

2. Assist Facilities Manager for the following points-

• Inventory of All Automall Assets, including System access
• Old Asset disposal
• Assist in monitoring Facilities budget annually
• Assist in monitoring all Automall licenses and lease agreement
• Ensures PO and payment for all vendor are paid
• Manages all PO related to facilities.

3. Manages outsourced labour payment process and some HR related queries.

4. Handles special projects related to Admin process as required by the Business

Qualifications, Experience & Skills:

Minimum Qualifications and Knowledge:

• Additional professional qualifications will be an advantage
• Experience: At least 4 years’ experience in similar role within a reputable automotive business.

Job-Specific Skills:

• Strong English Communication skills
• Monitoring/Assessing performance of self, other individuals, or organizations to make improvements or take corrective action
• Strong analytical, communication and inter-personal skills with administrative competence vital for this role.
• Computer literate with a solid understanding of Microsoft applications
• An enthusiastic, flexible and positive attitude towards providing an excellent service to our customers.
• Proactive approach when dealing with customer complaints. Should have the ability to resolve discrepancies and issues.

Behavioral Competencies:

• Leadership, action & consensus driven
• Effective Communicator
• Team player
• Excellent Interpersonal Skills, able to build string relationships, mutual respect and trust
• Cultural awareness
• Continuous improvement
• Ability to delegate and individual accountability.

KGM

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