Sales Admin (Automotive)

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.

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 Employment Type Full-time