Administrative & Operations Coordinator Full Time

About Us

iCar Auto (Harmony Auto) is an automotive dealership group partnered with BYD since 2023, specialising in the sale of new energy vehicles. We are committed to delivering intelligent and green mobility solutions, supporting emissions reduction and sustainable development across the UK. Our mission is to provide customers with high-quality automotive experiences that promote harmony between people, vehicles, and the environment.

The Role

The Administrative & Operations Coordinator plays a central role in supporting the day-to-day running of the business while also contributing to the development and coordination of the dealership network across the UK.
The position is primarily office-based but may involve travel to sites and other company locations when required.

Key Responsibilities

1. Office Operations & Administration

• Manage day-to-day office operations to ensure a smooth, efficient, and well-organised workplace
• Maintain records, filing systems, and company documentation
• Coordinate meetings, schedules, correspondence, and internal communication
• Arrange office supplies and support procurement of services
• Ensure office equipment and facilities are functioning properly
• Liaise with suppliers and service providers
• Provide general administrative and operational support to colleagues and management
• Carry out additional duties as required to support business operations

2. Executive / PA Support

• Provide administrative support to senior management
• Manage calendars, meetings, travel arrangements, and scheduling
• Prepare reports, presentations, and meeting materials
• Take meeting minutes and track action points
• Support management with day-to-day coordination and follow-ups

3. Finance & Accounts Support

• Assist with invoice processing and financial record keeping
• Support expense submissions and documentation
• Track payments and follow up where required
• Assist with month-end activities in coordination with the finance team
• Ensure financial records are accurate and well organised

4. IT & Systems Coordination

• Provide first-level support for basic IT and system-related issues
• Coordinate with external IT providers to resolve technical problems
• Track and maintain office equipment and systems
• Report and follow up on system or equipment issues
• Support improvements to systems and internal tools

5. HSE & Facility Support

• Maintain health and safety records and documentation
• Assist with basic safety checks and reporting
• Coordinate office maintenance and facility requests
• Ensure workplace issues are addressed and followed up
• Support a safe, compliant, and organised working environment

6. Cross-Regional Coordination & Communication

• Support communication between UK and international teams
• Assist with translation and clarification of information (English/Chinese)
• Ensure clear and timely communication across teams

7. Network Development & Dealer Support Coordination

• Support administrative coordination of dealership network development activities
• Assist in identifying and tracking potential dealership sites
• Help coordinate site assessments, documentation, and internal approvals
• Liaise with internal teams (network, operations, finance) and external partners (agents, landlords)
• Maintain records of prospective, active, and completed sites
• Assist with preparation of site reports, presentations, and recommendations
• Support onboarding and operational coordination of new dealer locations
• Ensure accurate tracking and reporting of network development progress

8. Commercial & Property Coordination Support

• Assist with the coordination of site evaluations, including location data and documentation
• Support communication with property agents, landlords, and consultants
• Help track lease negotiations and maintain related documentation
• Monitor updates on market activity and competitor locations
• Provide administrative support for property and commercial decision-making processes

9. On-Site & Multi-Location Support

• Provide administrative and operational support across multiple locations when required
• Attend site visits to support coordination and data collection
• Support smooth day-to-day operations across all sites

Requirements

Education

• Qualification in Business Administration, Management, or a related field (or equivalent experience)
• Additional training in administration, operations, or coordination is advantageous
• Basic understanding of business operations, office systems, or dealership environments preferred

Experience

• Experience in an administrative, office support, or operations role
• Exposure to multi-functional environments (e.g., management, finance, operations)
• Experience in dealership, automotive, or corporate environments is advantageous
• Experience supporting coordination across internal teams and external stakeholders
• Experience working in fast-paced environments with multiple priorities

Skills / Competencies

• Fluent in English and Chinese (spoken and written)
• Strong organisational and time management skills
• Excellent communication and coordination abilities
• Ability to multitask and manage competing priorities
• High level of accuracy and attention to detail
• Proactive, reliable, and accountable approach to work
• Ability to work independently with minimal supervision
• Strong interpersonal and teamwork skills
• Problem-solving mindset with a focus on efficiency and improvement
• Commercial awareness and willingness to learn about network development and property coordination

Additional Requirements

• Willingness to travel within the UK when required
• Full UK driving licence preferred
• Eligible to work full-time in the UK

Compensation and Benefits

• 25 days of annual leave + bank holidays
• Mon-Fri 9:00am-6:00pm with 1 hour lunch break
• Workplace pension
• Employee Assistance Programme

Equal Opportunities Statement

Harmony Auto UK is committed to fostering a diverse and inclusive workplace where all individuals are valued and respected. We are an equal opportunity employer and we aim to ensure that all employment decisions are taken without reference to irrelevant or discriminating criteria. We welcome applications from candidates of all backgrounds and experiences, and are dedicated to creating an environment where everyone can thrive and reach their full potential.

Data Privacy Statement

Harmony Auto UK collects and processes personal data as part of our recruitment process in line with our data protection obligations. This may include information provided in your CV, application form, interviews, and right to work documentation. Your data will be used solely for recruitment purposes and may be shared with relevant internal teams or background check providers as needed. All personal information will be stored securely and automatically deleted after 12 months unless we are informed otherwise. By applying, you consent to us contacting you regarding your application.

Pay: From £30,000.00 per year

Benefits:

• Company pension

Language:

• Chinese (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work authorisation:

• United Kingdom (required)

Willingness to travel:

• 25% (preferred)

Work Location: In person