Sales Admin (Automotive)

Role Overview: The Sales Administrator runs the back office of every Cariva sale, from signed deal to vehicle handover. The role is the bridge between the sales team and operations: it turns closed deals into completed deliveries by managing insurance, registration, Hayaza, purchase orders and deal documentation. The aim is simple: every customer gets their car on time, with clean paperwork, and no sales executive spends selling time chasing admin. Key Responsibilities Sales operations and deal processing • Process every closed deal end to end: booking, deal sheet, invoice request, payment confirmation and handover scheduling. • Verify that customer documents (Emirates ID, driving license, passport or trade license) are complete and valid before a deal moves forward. • Keep the CRM accurate: update deal stages, delivery status and customer records daily. • Track each deal against agreed delivery timelines and escalate delays before they reach the customer. Bridge between sales and operations • Act as the single point of contact between sales executives and the operations, workshop, finance and logistics teams. • Hand over confirmed deals to operations with complete information, so vehicles are prepared, detailed and ready on the committed date. • Run a daily status update on open deliveries and pending paperwork for the sales team. • Flag recurring process gaps and propose fixes to the Business Head. Insurance coordination • Arrange vehicle insurance for customers who buy through Cariva: request quotes, share options, and issue policies with insurance partners. • Verify cover on customer-supplied insurance before registration or handover. • Track insurance commissions and reconcile them with partners monthly. Registration and RTA coordination • Coordinate vehicle registration, ownership transfer, plate changes and mulkiya issuance with the RTA and typing centres. • Book vehicle tests and inspections where required for transfer or registration. • Clear fines and blocks on vehicles before transfer, in coordination with finance. Hayaza coordination • Manage Hayaza (vehicle possession certificate) applications for stock and customer vehicles. • Keep a tracker of Hayaza status per vehicle and chase pending applications to closure. • Ensure Hayaza documents are filed and available at sale, transfer or export. Purchase orders and finance coordination • Raise and track purchase orders for vehicle preparation, accessories, insurance, registration fees and third-party services. • Coordinate with finance on customer payments, bank and finance-company approvals, refunds and deal closure. • Match invoices to POs and deals, and resolve mismatches before month-end. Documentation and compliance • Maintain a complete deal file for every sale, physical and digital, ready for audit. • Ensure sales follow Cariva and ARENCO Automotive policies on pricing approvals, discounts and documentation. • Manage vehicle keys, documents and handover checklists. Reporting • Prepare daily and weekly sales reports: deals closed, deliveries completed, pending items and ageing. • Report on turnaround times for insurance, registration and Hayaza. • Support month-end sales closing and incentive calculations with accurate data. Skills and Qualifications: • Bachelor's/Diploma degree • Atleast 1–4 years in sales administration, sales coordination or back-office operations, ideally in the UAE automotive sector (dealership, used cars or rental). • Working knowledge of UAE vehicle processes: RTA registration and transfer, Hayaza, insurance and vehicle finance. Excel and confident use of a CRM; ERP or DMS experience is a plus. • Fluent English, written and spoken; Arabic is an advantage. • Valid UAE driving license preferred