Admin

1. Roles 

• Responsible for supporting smooth, accurate, and compliant administrative operations across the dealership.  

• Primary focus of this role is Administration and Sales Administration, ensuring proper documentation control, coordination, and reporting.  

• Secondary function, the role will support cashier duties when primary cashier is unavailable, ensuring full compliance with financial controls and audit requirements. 

2. Primary Role: Administration & Sales Administration 

• Prepare, process, and maintain all sales documentation including bookings, invoices, delivery orders, and closing files 

• Verify customer details and vehicle information such as VIN, engine number, and odometer readings 

• Coordinate documentation with Sales Consultants, Supervisors, and external agencies 

• Prepare delivery packs, customer files, and registration submissions 

• Track documentation status and follow up on pending or incomplete files 

• Ensure compliance with dealership SOPs, OEM standards, and regulatory requirements 

• Handle petty cash funds and special cash advances for office expenses, meetings, or training sessions. 

3. Records, Reporting & Data Control 

• Maintain structured digital, physical filing systems and records are organized and up to date. 

• Update CRM / DMS records accurately and in a timely manner 

• Prepare daily, weekly, and monthly administrative and sales support reports 

• Manage trackers such as sales logs, delivery logs, and document registers 

• Ensure files are audit-ready and easily retrievable 

4. Office, Customer & Employee Support 

• Provide administrative support to Sales, Service, Aftersales, Finance, and Management teams 

• Prepare customer files, delivery packs, service job files. 

• Assist with scheduling meetings, appointments, and follow-up reminders. 

• Handle customer administrative enquiries professionally via phone, and email 

• Support employee administration including onboarding documents, leave records, and staff files 

• Coordinate meetings, appointments, and internal schedules 

• Maintain strict confidentiality of all customer and employee information 

5. Secondary Role: Cashier Responsibilities 

• The Administrative Executive will perform cashier duties when required: 

• Receive and process cash, cheque, and electronic payments accurately 

• Issue official receipts and ensure transaction accuracy 

• Perform daily cash balancing and prepare bank deposits 

• Manage petty cash, reimbursements, and approved cash advances 

• Assist with vouchers, payroll documentation, and supplier payments 

• Comply fully with cash handling SOPs, controls, and audit requirements 

6. Compliance, Audit & Governance 

• Adhere to company policies, financial controls, and regulatory requirements 

• Support internal and external audit preparation 

• Ensure confidentiality and data protection practices are followed 

• Demonstrate integrity, accountability, and diligence in all duties 

7. Key Performance Indicators (KPIs) 

• Primary Role – Administration & Sales Administration: 

• Sales documentation accuracy 

• Turnaround time for documentation and registrations 

• Zero or minimal audit findings 

• On-time reporting submissions 

• Internal stakeholder satisfaction 

• Secondary Role – Cashier: 

• Zero cash variance 

• Timely bank deposits 

• Accuracy of receipts and vouchers 

• Compliance with cash handling SOP 

• Audit outcomes related to cashiering 

8. Skills & Competencies 

• Strong organizational and time-management skills 

• High attention to detail and numerical accuracy 

• Ability to multitask in a fast-paced environment and manage priorities effectively 

• Professional communication and interpersonal skills 

• Sound judgment when handling confidential and financial data 

• Team player with a customer-focused mindset 

• Basic accounting or cashier skills is an advantage 

• Proactive and hands-on attitude 

• Organized and detail-oriented 

9. Tools, Systems & Applications 

• Microsoft Office (Word, Excel, Outlook, PowerPoint) 

• CRM and Dealer Management Systems (DMS) 

• Accounting or finance software 

• Document management, filing, and POS systems 

10. Academic Background 

• Minimum: Diploma in Business Administration, Finance, Accounting, Management, or a related discipline 

• Automotive industry experience preferred 

• Cash handling experience is an advantage 

Relevant Work Experience 

• Minimum: 2–3 years of relevant experience in Administration, Sales Administration, Finance Administration, or Cashiering 

• Preferred: Experience within the automotive dealership, retail, or sales-oriented environment 

11. Ideal Candidate Profile 

• Disciplined and dependable administrative professional with a strong sense of responsibility, accuracy, and integrity.  

• Comfortable supporting sales operations, managing documentation, and performing cashier duties when required in a high-volume automotive dealership. 

LICENSURE