Administrative Assistant
FroxJob | Executive Jobs in Nepal · Kathmandu, Bāgmatī, Nepal
Apply & track with Apply EdgeA Reputed Automobile Company is HiringPosition: Admin AssistantLocation-ThapathaliIndustry: Automobile / Automotive
The candidate will be responsible for maintaining office documentation, coordinating with different departments, handling records, supporting branch operations, managing office supplies, assisting with vehicle-related administrative documentation, and ensuring smooth communication between the office, workshop, sales, service, spare parts, and management teams.The ideal candidate should have at least 1 year of experience in administration, office coordination, or a similar role, preferably in an automobile company, dealership, workshop, or related industry. The candidate should have good communication skills, computer proficiency, strong follow-up ability, and the ability to handle multiple administrative responsibilities efficiently.Key Roles & Responsibilities1. General AdministrationHandle day-to-day administrative activities of the automobile company/branch.Provide administrative support to the Branch Manager, Admin Manager, and other departments.Ensure smooth and efficient functioning of daily office operations.Coordinate administrative activities between Sales, Service, Workshop, Spare Parts, Accounts, HR, and other departments.Handle routine administrative tasks assigned by management.Maintain proper records of administrative activities and follow up on pending tasks.Ensure office procedures and company policies are properly followed.2. Documentation & FilingPrepare, maintain, and organize company documents, letters, forms, reports, and records.Maintain both physical and digital filing systems.Scan, print, photocopy, and arrange documents as required.Maintain proper records of incoming and outgoing correspondence.Ensure all administrative documents are properly filed and easily accessible.Assist in preparing daily, weekly, and monthly administrative reports.Maintain confidentiality of company and employee information.3. Automobile/Branch Documentation SupportAssist in maintaining records related to vehicles, customers, branches, and operational activities.Maintain administrative records related to vehicle deliveries and branch operations.Coordinate with concerned departments regarding vehicle documentation.Assist in maintaining records of vehicle movement, delivery schedules, and branch requirements.Support documentation related to vehicle registration, insurance, transportation, and other administrative requirements when assigned.Coordinate with relevant teams for timely completion of required vehicle-related documents.Maintain proper records of company vehicles and administrative use of vehicles.4. Coordination with Sales DepartmentProvide administrative support to the Sales team whenever required.Coordinate with Sales Executives regarding documentation and administrative requirements.Assist in preparing and maintaining sales-related administrative records.Support vehicle delivery arrangements and related documentation.Coordinate with internal departments for vehicle availability, movement, and delivery requirements.Maintain records of customer-related administrative documents as instructed.Follow up on pending documentation and approvals.5. Coordination with Service & WorkshopCoordinate with the Service/Workshop department regarding administrative requirements.Maintain records related to service activities where required.Assist in preparing service-related administrative documents and reports.Coordinate with workshop staff for administrative and operational requirements.Support the Service Manager/Workshop team with documentation and follow-up activities.Assist in maintaining records of company vehicles sent for service or maintenance.Coordinate with concerned personnel regarding vehicle repair and maintenance schedules when required.6. Spare Parts & Inventory Administrative SupportAssist in maintaining administrative records related to spare parts and office inventory.Coordinate with the Spare Parts department regarding documentation and requirements.Maintain records of stationery, office materials, and administrative supplies.Assist in preparing purchase requests for office and administrative requirements.Coordinate with suppliers and vendors for required materials.Maintain records of purchase orders, bills, invoices, and delivery documents where applicable.7. Office Supplies & Inventory ManagementMonitor availability of stationery and office supplies.Maintain proper records of office stationery and administrative inventory.Prepare purchase requests whenever supplies are required.Coordinate with vendors and suppliers for office materials.Check received materials and maintain records of deliveries.Ensure essential administrative materials are available for employees and departments.Monitor the proper use of company resources.8. Communication & CorrespondenceHandle incoming and outgoing telephone calls, emails, letters, and correspondence.Draft routine emails, letters, notices, and administrative communications.Coordinate with employees, customers, vendors, suppliers, and other stakeholders.Forward inquiries and requests to the appropriate department.Maintain professional communication with customers and external parties.Follow up with concerned personnel regarding pending administrative matters.9. Visitor & Front Office SupportWelcome customers, visitors, vendors, and business partners professionally.Maintain visitor records where required.Handle incoming calls and direct them to the appropriate person or department.Provide basic information regarding office/branch procedures.Coordinate with relevant departments when customers or visitors arrive.Maintain a professional and organized reception/front-office environment.10. Meeting & Event CoordinationCoordinate internal meetings and appointments.Arrange meeting rooms and required documents/materials.Prepare meeting-related administrative documents.Record meeting minutes when required.Circulate meeting notices and relevant information.Assist in organizing company events, training, dealer meetings, customer events, and other official programs.17. Follow-up & ReportingFollow up with different departments regarding pending administrative tasks.Maintain a list of pending and completed activities.Prepare daily, weekly, and monthly administrative reports.Report administrative issues to the concerned manager.Required QualificationsBachelor’s degree in Business Administration, Management, or a related field preferred.Minimum 1 year of relevant experience in Administration, Office Assistant, Admin Assistant, Branch Administration, or a similar position.Experience in an automobile company, dealership, workshop, service center, or automotive-related organization will be an advantage.Required SkillsGood knowledge of MS Office, especially Excel and Word.Good email and internet handling skills.Strong documentation and record-keeping skills.Good communication and interpersonal skills.Strong coordination and follow-up skills.Good organizational and time-management abilities.Ability to handle multiple administrative tasks.Attention to detail and accuracy.Ability to work under pressure and meet deadlines.Basic understanding of automobile company operations is preferred.Ability to coordinate effectively with Sales, Service, Workshop, Spare Parts, Accounts, HR, and Management teams.Preferred Candidate ProfileMinimum 1 year of experience in administration.Automobile industry/dealership experience preferred.Good communication skills in Nepali and English.Proficient in MS Office and email communication.Professional, polite, and well-presented.Responsible and trustworthy.Proactive and willing to take initiative.Strong follow-up and coordination skills.Able to work independently and as part of a team.Flexible to handle different administrative responsibilities according to business requirements.Key Performance Indicators (KPIs)Timely completion of administrative tasks.Accuracy and proper maintenance of documents and records.Effective coordination between departments.Timely follow-up on administrative requirements.Proper management of office supplies and resources.Accuracy of reports and data entry.Timely handling of correspondence and communication.Efficient support to Sales, Service, Workshop, Spare Parts, and management teams.Proper maintenance of vehicle and branch administrative records.Compliance with company policies and administrative procedures.