Administrative Assistant

Roles and responsibilities

1. Administrative

• Office Management: Assist in managing office supplies, and equipment; Ensure the office environment is organized and conducive to work.

• Handling correspondence (emails, letters, phone calls) as well as minute taking.

• Record Keeping: Keep detailed and updated records of vehicle leases, maintenance schedules, and other relevant documentation.

• Financial Administration: Generating invoices, tracking payments, managing accounts receivable, and monitoring and recording of office expenses.

• Coordinate with different departments to ensure smooth operations and resolve any issues.

• Liaise with external partners, such as insurance providers, maintenance retailers, and other service providers.

• Schedule appointments, meetings, and manage calendars for senior staff members.

• Prepare reports, presentations, and other documents as requested including reports related to lease performance, vehicle utilization, and customer feedback.

• Provide administrative support to management in strategic planning, budgeting, and operational decision-making.

• Marketing and Promotion support: Assist in preparing marketing materials and promotional activities to attract new clients and retain existing ones.

• Assist in training new staff members or interns, ensuring they understand their roles and responsibilities.

• Stay updated with industry trends, new technologies, and best practices in vehicle leasing and administration.

• Monitor and maintain high standards for customer service and operational procedures.

 2. Customer Service

• The point of contact for clients, addressing their inquiries, providing information about leasing options, and resolving any issues or complaints.

• Manage the organization's social media pages by creating and scheduling content for posting as well as ensuring that client queries are addressed on time.

• Processing lease applications, including collecting and verifying necessary documentation from clients.

• Client follow up: Follow-up calls or emails to clients regarding lease status, renewals, or upcoming appointments.

• Maintain good relationships with existing clients and follow up on customer feedback.

3. Operational Support

• Vehicle Management: Help track vehicle availability and maintenance schedules; ensure that vehicles are properly prepared for leasing.

• Insurance and Licensing: Assist in managing vehicle insurance and licensing documentation, ensuring compliance with regulatory requirements.

• Ensure that all safety vehicle handling standards are adhered to within the organization e.g. Vehicle Safety Inspections, Compliance with Traffic Laws requirements, Mileage reporting, Incident reporting, etc.

•  Manage the organization's social media pages by creating and scheduling content for posting as well as ensuring that client queries are addressed on time.

4. Technical Support

• Be ready, and willing to engage in work related trips including driving the company vehicles to ensure seamless service delivery to clients.

• Conduct safety checks on vehicles before the start of trips.

• Uphold road safety standards when driving company vehicles and avoid behaviors such as speeding, which can jeopardize safety and efficiency.

• Maintain good company image by handling clients and other road users in a professional manner.

 Qualifications and Skills:

1. Degree in a Business-Related Course.

2. A valid Driver’s License.(PSV Institution badge is an advantage)

3. 1-2 years experience in a similar role.

4. 1 Year practical experience as a driver.

5. Experience  in Social Media management.

6. Strong organizational skills.

7. Time Management.

8. Attention to detail.

9. Ability to manage multiple tasks simultaneously.