Administration Assistant / Front Desk Coordinator /Office assistant
Job Summary
About the role
Al Futtaim Private Company LLC is hiring an Aftersales Receptionist for the service department of one of its dealerships. You would be the first person customers meet when they bring a vehicle in for service. The job is about greeting people, managing appointments, answering enquiries and keeping paperwork in order, so customers have a smooth visit from arrival to departure. The employer measures success by customer satisfaction scores, accurate bookings and how well you work with the team.
What you will do
At the front desk
- Greet customers professionally and direct them to the right service advisor or department.
- Handle phone calls, WhatsApp messages and emails.
- Keep the reception area tidy and welcoming.
Appointments
- Book walk-in and scheduled service visits in the system.
- Confirm daily bookings with customers and tell them about changes or waiting times.
- Work with service advisors to avoid overbooking and delays.
- Sort appointments correctly and upload the details to the designated system.
Customer communication and paperwork
- Give customers service information, estimated waiting times and the paperwork they need.
- Share vehicle status updates when the service advisor is unavailable, and tell customers by phone when their vehicle is ready.
- Prepare service documents and appointment sheets, help print invoices and give customers copies.
- Keep logs of visits, calls and vehicle flow.
Teamwork and quality
- Support service advisors with the customer queue and pass on customer concerns.
- Help keep work moving between reception, the workshop and the parts department, and watch the vehicle delivery process.
- Handle basic customer concerns and escalate bigger issues.
- Take part in customer satisfaction (CSV) and NPS feedback.
- Follow brand and dealership policies, keep customer data confidential and accurate, and keep to attendance and punctuality rules.
- Help prepare the reception area for audits or special campaigns, support advisors in busy hours, and help with promotional materials, service reminders and customer notifications.
What the employer is looking for
- High school diploma or equivalent. A customer service certificate is a plus.
- 1-2 years in a customer-facing job, preferably in the automotive industry
- Skill with appointment systems and customer management (CRM) software
- Strong spoken and written communication
- Good organization, attention to detail, and the ability to multitask in a busy setting
Job Overview
| Employer | Al-Futtaim Group |
|---|---|
| Location | Dubai, United Arab Emirates |
| Salary | Not disclosed |
| Education | High school diploma or equivalent |
| Experience | 1-2 years in a customer-facing role, automotive preferred |
| Key skills | CRM and appointment systems, communication, organization |
| Benefits | Not stated |
Career Preparation Guide & Candidate Advice
Skills to build before applying
- Practice typing and basic spreadsheet use, so you can update records quickly.
- Learn what a CRM does, even if you haven’t used one. Free demos are available online.
- Practice a short, polite phone greeting and how to give a customer a waiting time without promising more than you can deliver.
Common application mistakes
- Writing “good customer service” with no example, such as “handled 80+ customers per day.”
- Not mentioning systems you’ve used (booking, CRM or ERP tools).
- Ignoring the automotive link. If you’ve worked near cars, say so.
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