Administration Assistant

Job Title: Administration Assistant

Company: CARPI AUTO

Location: United Arab Emirates – Zubarah

About Us:

CARPI AUTO is a premium auto care center and workshop in the UAE, specializing in high-end vehicle protection, detailing, and refinishing services. We are committed to delivering exceptional quality and precision, especially for luxury and premium vehicles.

Job Summary:

The Administration Assistant is responsible for overseeing and executing daily administrative functions, facilitating smooth cross-departmental operations, and providing structural organizational support across the facility. This role involves managing official documentation, handling internal and external communications, maintaining administrative databases, managing office assets, and ensuring that all administrative workflows operate in strict compliance with company policies and brand standards.

Key Responsibilities:

• Administrative Support & Office Operations:
• Oversee day-to-day administrative functions to ensure efficient workflow across all branch departments
• Screen incoming phone calls, emails, and inquiries, routing them to the appropriate teams or management
• Manage office calendars, schedule internal meetings, and organize executive appointments
• Maintain centralized physical and cloud-based filing systems for company records, contracts, and compliance files
• Documentation, Records & Reporting:
• Draft official business correspondence, letters, memos, spreadsheets, and routine administrative reports
• Assist workshop, reception, and finance teams in compiling daily operational logs, job card records, and client files
• Input and manage data accurately within workshop management software (ERP/Zoho)
• Vendor, Procurement & Asset Management:
• Monitor stock levels of office stationery, pantry supplies, and administrative forms, initiating reorders as needed
• Liaise with utility providers, courier services, equipment maintenance vendors, and office contractors
• Ensure routine maintenance and proper functioning of office automation tools (printers, scanners, PCs, telecom)
• Track petty cash expenditures for routine administrative needs and coordinate receipts with the accounting team
• Cross-Departmental Coordination:
• Serve as a primary point of administrative contact between the Branch In-Charge, Finance, and Workshop teams
• Ensure branch compliance with corporate administrative SOPs and operational guidelines
• Assist in organizing staff briefings, internal training sessions, and company events

Qualifications:

• Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field

Experience:

• Minimum 3–5 years of experience as an Administration Assistant or Office Coordinator in the UAE
• Prior experience in the automotive industry, luxury retail, or premium service sector is highly preferred

Skills & Competencies:

• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Hands-on experience with workshop management software or ERP systems (Zoho, SAP, or similar)
• Excellent organizational, multi-tasking, and priority-management skills
• Strong written and verbal communication skills in English (Arabic language proficiency is an advantage)
• Exceptional attention to detail, accuracy, and process discipline
• High standard of personal integrity, discretion, and professional conduct

How to Apply:

If you are an organized and detail-driven administrative professional looking to build a career with a luxury automotive brand, apply now and join the CARPI AUTO team.

Work Location: In person