THE ELITE CARS Hiring for ADMINISTRATOR – DUBAI Job at Dubai Full Time

Job description

FRONT DESK MANAGEMENT

1. Welcome all visitors to the premises by greeting and welcoming them as they enter, assist them appropriately to the concerned personnel or seating area, offer refreshments time to time, etc.

2. Monitor and ensure the customers are comfortable throughout the time they spent in our showroom/premises.

3. If required, escort the customers to their appropriate destinations and express a high level of hospitality.

4. Maintain a pleasant and humble personality while dealing with customers, maintain a professional communication at all times.

5. Ensure the reception, entire showroom and offices are always in a hygienic and organized manner.

6. Avoid crowd near to the reception/showroom entrance to welcome the customer leaving a good impression.

7. Answer all phone calls received at the reception, understand the purpose of each call and if & when required forward it to the right person immediately and record the information in the system if required.

8. Review the generic email inbox daily and respond as required. Disseminate emails to the correct department or concerned personnel to carry communication forward.

9. Analyze and highlight the issues that are not in line with customer service and hospitality in order to fix it.

10. Ensure the use of the log book for employees that are customer-facing, but excluding the managers.

11. Monitor the company website, all portal listings of the company, reviews on social media (including Google, Instagram & Facebook) on a daily basis and report to the Customer Service and Marketing Department for any corrections, invalid information, outdated information and technical glitches.

12. Monitor and audit the opening and closing of the premises. Ensure it is safely and timely carried out.

13. Perform vehicle evaluation in consultation with the concerned departments such as Operation team & Accounts.

MONITORING OFFICE ASSISTANTS AND DRIVERS

14. Organize the work schedule of Office Assistants/ Cleaners ensuring the showroom timings are covered.

15. Assign duties and conduct random inspections to ensure the work efficiency and provide adequate trainings as and when required to the Office Assistants/ Cleaners.

16. Monitor the work schedule of Drivers in coordination with the related departments and ensure work efficiency.

17. Ensure to use the logbook to record trips of Drivers, vehicles and Tijari plates.

SHOWROOM COORDINATION

18. Monitor and coordinate all activities occurring in the showroom and its various departments to ensure maximum work efficiency and to achieve expected goals of the company; Highlight anything that is necessary to address to the Reporting Personnel.

19. Act as the point of contact between the Senior Management, internal departments and showroom employees.

20. Organize periodic meetings as advised by the Senior Management and manage the minutes of meeting.

COMPANY VEHICLE MONITORING

21. Ensure to monitor the company vehicles for its timely renewal, maintenance, servicing, etc.

22. Maintain a tracker for the vehicles under each company & user.

23. Ensure to verify the related and mandatory documents i.e., vehicle license, insurance, driver’s license etc. prior issuing the vehicle to any personnel.

24. Prepare necessary checklist & acknowledgment while releasing a company vehicle to an employee.

25. Make necessary arrangements with the Service Advisor to inspect the vehicle before/after the issuance/receiving of a vehicle to verify the vehicle condition and confirm the damages. Highlight any discrepancies to relevant departments as required.

26. Perform new vehicle registrations for the company as per the company requirements and RTA regulations.

MAINTENANCE

27. Ensure the periodic maintenance of the Company premise in coordination with Maintenance team and external vendors & property management.

SALES SUPPORT

1. Assign any new customer walks-in to the Sales team as per the rotation process.

2. Always check appointment list/system whenever a customer walks-in, to ensure if the customer has an existing profile and which Sales Executive is assisting that customer.

3. Provide the customer walk-in report on daily basis.

4. Coordinate with concerned departments upon receiving customer complaints for a timely resolution.

CONTRACT ADMINISTRATION

5. Ensure the organization’s internal and external contract documents i.e., pest control, firefighting, waste water management, security, etc. are managed, monitored and renewed on a timely manner.

6. Verify & negotiate all requirements and provisions in contracts, including terms and conditions, to ensure compliance with all laws & regulations and the company policies.

7. Monitor the performance of each signed contract and ensure that we are accomplishing the expected goals through the contract implementation.

8. Audit existing contracts with the suppliers and choose better options for the company in terms of quality and cost-effective manner.

9. Coordinate with the relevant departments to ensure a smooth execution of the contractual terms and conditions.

PROCUREMENT

10. Efficiently procure required items which comes under the supplies for the respective Company.

11. Review and analyze all potential vendors/suppliers in the market, their supplies, price options, etc. for comparison.

12. Negotiate with suppliers to ensure it is cost effective, with quality standards and in line with the company given budget.

13. Ensure to review the warranty and service duration and coverage for applicable products.

14. Maintain relationships with existing suppliers, select and develop new suppliers.

15. Examine received items for defects, and arrange for the exchange or refunds; whichever deemed necessary.

16. Continuously keep an updated spreadsheet for supplier database and their qualifications, price lists, lead time, payment terms, etc. in the system and maintain all the related catalogues and brochures.

17. Coordinate and monitor correct storage of purchased items.

HEALTH AND SAFETY

18. Ensure standard policies on Health & safety are implemented in applicable areas of the work place.

19. Regularly inspect the workplace to ensure the safety of employee working environment.

20. Ensure the first aid boxes are available in the workplace with the necessary supplies for emergency uses.

21. On severe accidents, call ambulance services to give immediate medication to the injured employees look after the entire procedures that are applicable.

HR SUPPORT

22. Monitor employee attendance, tardiness and dress code policy compliance on daily basis and report to HR Department.

23. Segregate monthly employee attendance report through biometric machine and remark points that needs to be highlighted, and forward to HR Department as per given timeline.

24. Coordinate between employees and HR Department for all employee requests such as Leaves, Certificates, NOC’s, etc. for blue collar employees.

25. Report unusual incidents or accidents in workplace immediately with proper investigation report.

26. Maintain a filing system for company documents which includes soft and hard copies; example: Trade License, Tenancy and Ejari, MOA copy, Emigration card, other contract agreements with suppliers, etc. Monitor their expiries and timely highlight to HR and Accounts Department.

27. Coordinate immediately with the PRO and Human Resource Department for legal inspections from Ministry of Labor, Civil Defense, Municipality, RTA, Water & Electricity authority etc. Always keep ready the necessary documents to perform well in legal inspections.

28. Coordinate with PRO to collect couriers from PO Box and dispatch to appropriate personnel on weekly basis.

29. Ensure acknowledgement letters are prepared for all company items whilst issuing to employees and maintain proper filing system, this shall be always ready and UpToDate for submission.

30. Monitor employee birthdays, create birthday greetings and timely circulate in the birthday morning of celebrant.

31. Uphold a strict level of confidentiality at all times, especially on employee applications, requests, etc. and company legal matters to be discussed only with Senior Management and HR Department.

32. Coordinate with HR Department for Overtime duties in compliance to set policies and procedures.

33. Observe the HR Policy and Procedure compliance of employees and report as and when required.

Job Types: Full-time, Permanent

Application Question(s):

• Can you join immediately?

Experience:

• Admin: 3 years (Required)
• Front Desk: 2 years (Required)

Language:

• English (Required)
• Tagalog (Required)

Shift availability:

• Day Shift (Required)
• Night Shift (Required)