Administrative Secretary

Job Purpose

Our client, a company operating in the automobile dealership sector, seeks to recruit an organised, professional, and proactive Administrative Secretary to support daily business operations, maintain accurate records, coordinate customer enquiries, and facilitate administrative and sales-related activities.

The successful candidate will manage office documentation, assist with vehicle sales paperwork, coordinate appointments, maintain organised records, and provide administrative support to the sales team. The role also requires occasional participation in promotional activities, including video content creation and customer engagement, to support the dealership's marketing efforts.

Key Responsibilities

A. Office Administration and Record Management

• Manage daily administrative activities, correspondence, filing, and document organisation.
  

• Maintain accurate physical and electronic records for easy retrieval and reference.
  

• Prepare letters, reports, meeting notes, and other administrative documents as required.
  

• Monitor office supplies and coordinate routine administrative needs.
  

B. Vehicle Sales Documentation

• Prepare, organise, and maintain vehicle sales documents, customer records, and transaction files.
  

• Assist with the documentation and tracking of vehicle enquiries, reservations, payments, and handovers.
  

• Ensure sales records and supporting documents are complete, accurate, and properly filed.
  

• Maintain confidentiality and handle sensitive customer and business information appropriately.
  

C. Customer Service and Enquiry Management

• Receive and respond professionally to telephone calls, messages, walk-in visitors, and customer enquiries.
  

• Direct vehicle enquiries to the appropriate sales personnel and ensure timely follow-up.
  

• Assist with appointment scheduling, customer visits, and general customer coordination.
  

• Maintain a professional and welcoming experience for customers and business partners.
  

D. Scheduling and Operational Coordination

• Coordinate meetings, appointments, and other scheduled activities.
  

• Support communication between management, sales personnel, customers, and other relevant stakeholders.
  

• Track administrative assignments and follow up on outstanding tasks.
  

• Assist management with routine operational and administrative requirements.
  

E. Sales and Promotional Support

• Provide administrative support to the sales team, including maintaining lead records and updating customer information.
  

• Assist with customer follow-ups and the coordination of sales appointments.
  

• Participate in vehicle promotional videos, photographs, and other marketing activities when required.
  

• Support the preparation of promotional materials and the coordination of dealership events or campaigns.
  

F. Reporting and General Support

• Prepare routine administrative and sales-support reports as assigned.
  

• Maintain organised records of customer enquiries, appointments, and administrative activities.
  

• Identify opportunities to improve filing systems, documentation processes, and office efficiency.
  

• Perform other reasonable administrative duties relevant to the role.
  

Requirements

Must-Have Requirements

1. A minimum of one to two (1–2) years of relevant experience in administration, secretarial support, customer service, or a related role.
   

2. Good organisational, communication, interpersonal, and time-management skills.
   

3. Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook, or equivalent productivity tools.
   

4. Strong attention to detail and the ability to maintain accurate records and documentation.
   

5. Professional presentation, a customer-oriented attitude, and confidence communicating with different stakeholders.
   

6. Willingness to participate in occasional video recordings, promotional activities, and customer-facing assignments.
   

7. Ability to handle confidential information responsibly and manage multiple tasks with minimal supervision.
   

Nice-to-Have Requirements

• A diploma or bachelor's degree in Business Administration, Office Technology and Management, Secretarial Administration, or a related discipline.
  

• Previous experience in an automobile dealership, automotive business, or sales-oriented organisation.
  

• Familiarity with vehicle sales documentation and customer transaction records.
  

• Experience using CRM systems, digital filing tools, or administrative software.
  

• Basic knowledge of social media platforms and promotional content creation.
  

Key Competencies

• Administrative organisation and record management.
  

• Written and verbal communication.
  

• Customer service and relationship management.
  

• Attention to detail and accuracy.
  

• Time management and task coordination.
  

• Confidentiality and professional conduct.
  

• Teamwork, adaptability, and initiative.
  

Ideal Candidate Profile

The ideal candidate is organised, dependable, articulate, and customer-focused, with the ability to keep administrative processes running smoothly while supporting the dealership's sales operations. The candidate should be comfortable handling documentation, interacting with customers, coordinating activities, and participating in promotional content when required.

Performance Expectations

Performance will be assessed based on the accuracy and accessibility of records, timely handling of administrative tasks, quality of customer service, proper management of vehicle sales documentation, and effectiveness in supporting the sales team and promotional activities.