Administrative Assistant – 2smaconsulting

Profile: Administrative Assistant for a Car Rental Company in Dubai

Technical Skills (Hard Skills)
1. Proficiency in Office Tools:
• Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with software specialized in car rental management (e.g., Fleet Management Systems).
2. Administrative Management:
• Tracking rental contracts (creation, renewal, archiving).
• Preparing and managing documents related to vehicle registration, insurance, and maintenance.
• Following up on invoices, client payments, and collections if necessary.
3. Language Skills:
• Fluent in English (written and spoken).
• Knowledge of Arabic or other languages (Hindi, Urdu, or Filipino) is an asset, given Dubai’s diverse clientele.
4. Customer Service:
• Handling customer calls and emails for bookings, complaints, or inquiries.
• Coordinating with operations teams to ensure smooth service (vehicle delivery/pick-up).
5. Knowledge of Local Regulations:
• Familiarity with processes related to vehicle registration in the UAE.
• Understanding of car insurance policies in Dubai.

Interpersonal Skills (Soft Skills)
1. Organizational Skills:
• Ability to manage multiple tasks simultaneously, including managing vehicle bookings and schedules.
2. Versatility:
• Adaptability to various tasks: administrative support, customer assistance, and internal coordination.
3. Effective Communication:
• Excellent interpersonal skills to interact with international clients and multicultural colleagues.
4. Attention to Detail:
• Ability to meticulously check contractual documents and payments.
5. Problem-Solving:
• Handling unexpected situations (e.g., client delays, vehicle breakdowns) calmly and efficiently.

Qualifications and Experience
1. Education:
• Diploma in Administration, Management, or a related field.
2. Experience:
• 2 to 3 years of experience in a similar role, preferably in the automotive or car rental industry.
3. Customer Service Skills:
• Experience in client relationship management is a plus.
4. Local Knowledge:
• Good understanding of Dubai’s highways, fuel stations, and strategic locations, which can assist in addressing client questions.

Key Responsibilities:
• Manage bookings and track rental contracts.
• Prepare rental-related documents (contracts, invoices, vehicle inspection reports).
• Monitor insurance and vehicle registration renewals.
• Provide administrative support to sales and operational teams.
• Maintain clear communication with customers before, during, and after their rental.
• Manage payments, security deposits, and potential claims.

Specific Requirements for a Car Rental Company:
• Knowledge of popular vehicle types in the rental market (SUVs, sedans, etc.).
• Understanding client needs (e.g., requirements for tourists or residents).
• Managing unexpected situations such as breakdowns or late returns.

If you have specific details (e.g., fleet size, team size, etc.), I can further refine this profile to perfectly match your needs.

Job Details

Preferred Candidate