Administration Assistant
Job Summary
About the role
Al Futtaim Private Company LLC is hiring a Sales Administrator for its Commercial Vehicles Sales business in Dubai. This is a behind-the-scenes job that keeps vehicle sales running smoothly. You would process orders, check customer paperwork, coordinate deliveries and act as the link between the sales team, finance, logistics and customers.
What you will do
Order processing
- Create and process vehicle sales orders in SAP or the dealer management system (DMS).
- Check customer documents against company policy and procedures.
- Keep transaction records and customer files accurate.
- Follow each order until the vehicle is delivered.
Documents and compliance
- Make sure sales documents, approvals, LPOs, financing paperwork and registration documents are complete and correct.
- Work with Finance and Compliance so transactions go through smoothly.
- Keep documents ready for audits.
Delivery coordination
- Work with the PDI, logistics, body builder and registration teams so vehicles are ready on time.
- Track chassis allocation, vehicle preparation and delivery schedules.
- Support invoicing and the handover of vehicles on time.
Sales support
- Support sales consultants and sales managers with admin work.
- Prepare quotations, proposals, customer letters and sales reports.
- Answer customer questions about order status, delivery times and required documents.
Reporting and teamwork
- Prepare daily, weekly and monthly sales reports, and keep dashboards, pipeline reports and order tracking up to date.
- Work with Finance, Logistics, PDI, Registration, Insurance and body builders or fabricators, and raise problems that could delay delivery or upset customers.
- Help improve processing time, document accuracy and customer experience.
What the employer is looking for
- A diploma or bachelor’s degree in business administration, sales, marketing or a related field
- 3-5 years of experience in sales administration, automotive sales support or commercial vehicle operations
- Strong Excel and PowerPoint skills
- Knowledge of SAP or another ERP system. SAP or automotive DMS skills are highly desirable.
- Good organization, time management and communication
- Preferred: experience with trucks, buses, vans or fleet sales
Job Overview
| Employer | Al-Futtaim Private Company LLC |
|---|---|
| Location | Dubai, United Arab Emirates |
| Business area | Commercial Vehicles Sales |
| Education | Diploma or bachelor’s in business administration, sales, marketing or related field |
| Experience Level | 3-5 years in sales administration, automotive sales support or commercial vehicles; fleet experience preferred |
| Software Proficiency | Excel, PowerPoint, SAP/ERP, organization, coordination |
| Benefits Package | Not stated |
Career Preparation Guide:
Who this role suits :
This suits someone with a few years of office experience in a sales or automotive environment who likes keeping documents accurate and chasing deadlines. It is not a field sales job, and it’s not for beginners, since the listing asks for 3-5 years.
A day in this job (general picture, not an official schedule)
You would probably start by checking the status of open orders and replying to customer questions. During the day you’d enter new orders, check documents, ask Finance or Registration about anything missing, and update delivery trackers. Later you’d prepare reports for the sales managers and raise any issue that could delay a delivery.
Mini glossary
- LPO: local purchase order, the customer’s written order to buy.
- PDI: pre-delivery inspection, the checks done on a vehicle before it’s handed over.
- DMS: dealer management system, the software a dealership uses for sales and records.
- Chassis allocation: matching a specific vehicle to a customer’s order.
- Body builder/fabricator: a company that adds a body or equipment, such as a truck bed or a bus body, to a commercial chassis.
Skills to build before applying
- Practice Excel basics such as pivot tables, lookup formulas and clean report layouts.
- Learn what an ERP system does, even if you haven’t used SAP yet.
- Practice writing short, clear customer emails about delivery delays.
Documents to prepare
- CV that shows sales admin or documentation work, with systems you’ve used (SAP, DMS)
- Degree or diploma copy and experience certificates
- Passport copy and a recent photo
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