Admin Support

Inchcape is the leading global automotive distributor operating in more than 40 markets. We partner with some of the biggest brands in the business to power better mobility today and in the future.

Our diverse global team of over 20,000 talented people foster an inclusive and collaborative culture, championing a brilliant experience for our customers and partners. We’re a dynamic and fast-growing business, dedicated to shaping a successful and sustainable future for the industry.

Here, you will unlock your full potential with career opportunities and learning experiences. You’ll work with cutting-edge technology, ground-breaking innovation, and forward-thinking colleagues. If you are highly driven with a can-do attitude, and you bring out the best in yourself and others, then join us to power new futures.

JOB SUMMARY

To perform all duties as designated by Aftersales and be able to carry out the functions of the department independently and without prejudice. 

DUTIES AND RESPONSIBILITIES

1. Reports Preparation
   • Prepares all functional reports timely and accurately to meet company and department requirement, policies, and standards.
   • All department reports are prepared timely and accurately and meet company policies and requirements. 

• Timeliness of preparation and submission.

2. Budget Management
   • Forecasts budget needed by the department.
   • Check correctness of finances based on the budget allotted.

3. Clerical and Administrative Tasks
   • Compiles all reports/data needed.
   • Prepares and routes memos to all concerned department and team members.
   • Maintains and observes confidentiality of all documents for Managers review and approval.
   • Prepares minutes of the meeting of the manager.
   • Organizes events for the department.
   • Validates attendance and team members filing in the system.
   • Accuracy of records 

4. Compliance to Policies, Systems, Processes and Procedures
   • Follows all internal departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
   • Compliance with 5S and policies.  

5. Other Tasks

• Performs any other reasonable request or work task as allocated by the Department Manager and other Senior Management

6. Action Oriented

• Demonstrated enthusiasm, drive, and determination to get ahead and pursue goals energetically; shows self-confidence and optimistic outlook; acts initiative and takes responsibility for one’s own work and for the safety of others. 

7. Adaptability

• Shows awareness for one’s own strengths and weaknesses’ works comfortably in uncertain conditions with no or little direction and information; accepts new ideas and supports changes initiative; adapts or changes one’s opportunities to improve; can absorb new information and learn new techniques; maintains stable performance under pressure and in stressful work situations 

8. Communication

• Encourages communication throughout the organization; shares information with others and clearly communicates awareness of strengths and weakness and admits mistakes; and maintains relationships with people at all levels in the organization. 

9. Customer Focus/Quality
   • Focuses on identifying and meeting customer’s needs by taking their interests and complaints seriously; Delivers prompt, efficient and personalized service; Shows empathy and understanding for others’ views and attitudes; and ensures professional, high quality work standards are met; Accepts criticism without hostility or defensiveness and uses it constructively to move forward.

10. Time and Task Management 
    • Manages time effectively and shows punctuality; completes tasks on time; structures work activities in a systematic way; Respects and follows company policies; shows organizational commitment; Ensures safety at the workplace;
      how receptiveness to being managed and co-operate willingly; Demonstrates detailed job knowledge. Manual; ability and technical expertise in one’s own area.

11. General
    • Ensures proper documentation of all receiving activities.
    • Ensure and practice the outmost protection of office confidentiality.
    • Ensures the security and maintenance of a clean and organized filing system.
    • Assists in monthly inventory counts and reconciliation.
    • Handles guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found, whilst providing prompt follow-up.
    • Is knowledgeable in statutory legislation in employee and industrial relations, understanding and strictly adhering to rules and regulations established in the employee handbook and the company policies concerning fire, health & safety.
    • To report for duty punctually wearing the correct uniform.
    • To maintain a high standard of personal appearance and hygiene and adhere to the company and department grooming standards.
    • To comply with local legislation as required.
    • To attend training sessions and meetings as and when required.
    • To be flexible in your job function and perform any other reasonable duties and responsibilities which may be assigned to you, including redeployment to their departments/areas if required, to meet business demands and service needs.
    • Maintains positive guest and colleague interactions with good working relationships.

12. • Exercise responsible management and behavior always and positively representing the company.
    • Respond to request to undertake any reasonable tasks and secondary duties to changes as dictated by the industry, and company

QUALIFICATION REQUIREMENTS:

Education & Experience

• Minimum Education: Diploma or degree in Business Administration, Automotive Technology, or Customer Service / any related courses

• Experience: 2 years working in administrative role/function or working in a Dealership, Aftersales & Automotive industry / environment set-up

Acquired Skills

• Proficiency in DMS (Dealer Management System), & Computer/All Microsoft related applications
• Strong Customer handling, communication, and admin coordination
• Basic understanding of vehicle servicing and aftersales process (Warranty, Internal)

Licensure (Optional)

• Customer Satisfaction or Service Process Excellence certifications

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.