The Fleet and Administration Coordinator coordinates and manages the company's fleet and administrative operations. They are responsible for ensuring that the company's vehicles are properly maintained and serviced, managing the company's administrative duties, and serving as the executive driver for senior and executive management.
Duties and Responsibilities
Coordinate vehicle maintenance and repairs, including scheduling and overseeing regular maintenance, ensuring timely repairs, and handling emergency repairs
Manage the vehicle inventory and make recommendations for vehicle replacement
Ensure that all vehicles are properly licensed and insured
Track fuel usage and maintain accurate records of vehicle mileage, maintenance, and repairs
Monitor and report on fleet performance, including fuel consumption and utilization
Job Requirements
Fleet Coordination:
Coordinate vehicle maintenance and repairs, including scheduling and overseeing regular maintenance, ensuring timely repairs, and handling emergency repairs
Manage the vehicle inventory and make recommendations for vehicle replacement
Ensure that all vehicles are properly licensed and insured
Track fuel usage and maintain accurate records of vehicle mileage, maintenance, and repairs
Monitor and report on fleet performance, including fuel consumption and utilization
Administrative Responsibilities:
Train and supervise the receptionist, ensuring that they are adequately equipped to manage all incoming calls and inquiries
Conduct Standard Operating Procedure (SOP) training with administrative drivers, ensuring that they are fully aware of their responsibilities
Monitor the schedule of the office assistants, ensuring that they are fulfilling their duties in a timely and effective manner
Organize and maintain accurate electronic files, documents, and records, ensuring that they are easily accessible and up-to-date
Ensure that the items collected from the suppliers/vendors match the Purchase Request/Purchase Order
Maintain the headcount of administrative drivers, including recruiting, training, and managing their performance
Serve as the executive driver for senior and executive management
Handle inquiries from internal and external stakeholders related to the fleet and administrative operations
Other Responsibilities:
Maintain a safe and secure work environment
Develop and maintain relationships with external partners, including vendors and suppliers
Continuously look for ways to improve processes and operations
Provide regular reports to management on fleet and administrative performance and make recommendations for improvements
Others
Bachelor's degree in Business Administration, Logistics, or related field
2+ years of experience in fleet coordination or a similar position
Strong organizational and time management skills
Excellent written and verbal communication skills
Proficient in Microsoft Office Suite and other relevant software
Ability to work well under pressure and meet deadlines
Strong problem-solving skills and ability to make sound decisions
Valid driver's license with a clean driving record
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