We are seeking a detail-oriented and organized Admin Executive to join our dynamic team at Car Empire. The ideal candidate will play a crucial role in ensuring the smooth processing of vehicle sales and registrations, maintaining accurate records, and liaising with various stakeholders to facilitate seamless transactions. This position requires a proactive individual who can manage multiple tasks efficiently and provide exceptional administrative support to the sales team.
- Prepare and Process Vehicle Sales Agreement
- Draft, review, and process vehicle sales agreements accurately and efficiently.
Ensure all necessary details are included and correctly filled out before finalizing the agreements.
- Liaise with Sales Consultants, Financial Institutions, Insurance Companies, and Car Dealers
- Maintain regular communication with sales consultants to ensure proper documentation for vehicle sales.
Coordinate with financial institutions for loan approvals and related paperwork.- Work with insurance companies to arrange necessary coverage for sold vehicles.
Engage with other car dealers for any inter-dealer transactions or collaborations.
- Prepare and Ensure Accuracy for New Car Registration Documents
- Compile all required documents for new car registrations.
Verify the accuracy and completeness of the registration documents before submission.
- Liaise with Land Transport Authority (LTA)
- Coordinate with the LTA for the registration of new cars.
Manage the installation and administration of In-Vehicle Units (IUs).
- Declaration of Customs Permit
- Prepare and submit customs permit declarations for imported vehicles.
Ensure compliance with all customs regulations and requirements.
- Prepare and Conduct Bidding for Certificates of Entitlement (COE)
- Manage the preparation and submission of COE bids.
Monitor bidding results and follow up as necessary.
- Prepare Documentation for All Vehicle-Sales Related Matters
- Handle all administrative paperwork related to vehicle sales, including sales agreements, financing documents, and insurance policies.
Ensure all documents are properly filed and accessible.
- Follow Up on Payments with Financial Institutions and Car Dealers
- Track payment statuses and follow up with financial institutions for loan disbursements.
Coordinate with car dealers to ensure timely payments and financial reconciliations.
- Update Vehicle Movement in the System
- Maintain accurate and up-to-date records of vehicle movements within the dealerships inventory system.
Track incoming and outgoing vehicles, including transfers between locations.
- Handle additional Duties as Assigned
- Undertake any other administrative tasks or projects as assigned by management.
Provide support to other departments as needed to ensure the smooth operation of the dealership.
Educational Background: Diploma or degree in Business Administration, Management, or a related field.
Experience: Minimum of 2-3 years of administrative experience in the automotive industry or a similar field.
Technical Skills: Proficiency in Microsoft Office Suite
Communication Skills: Excellent verbal and written communication skills to liaise effectively with various stakeholders.
Attention to Detail: Strong attention to detail to ensure accuracy in documentation and data management.
Organizational Skills: Exceptional organizational and time management skills to handle multiple tasks efficiently.
Problem-Solving Skills: Proactive approach to identifying and resolving issues related to administrative processes.
Team Player: Ability to work collaboratively with the sales team and other departments.
Knowledge of Automotive Industry: Understanding of vehicle registration processes, customs declarations, and COE bidding is a plus.
Job Type: Full-time
Pay: $2,500.00 - $3,200.00 per month
Work Location: In person
