21/03/2025
Job Title: Administrative Assistant
The Administrative Assistant will be responsible for a range of administrative and support tasks that ensure the efficient operation of the car leasing arm of the business. He/she should have administrative experience in logistics.
Roles and responsibilities
1. Office Management: Assist in managing office supplies, and equipment; Ensure the office environment is organized and conducive to work.
2. Handling correspondence (emails, letters, phone calls) as well as minute taking.
3. Record Keeping: Keep detailed and updated records of vehicle leases, maintenance schedules, and other relevant documentation.
4. Financial Administration: Generating invoices, tracking payments, managing accounts receivable, and monitoring and recording of office expenses.
5. Coordinate with different departments to ensure smooth operations and resolve any issues.
6. Liaise with external partners, such as insurance providers, maintenance retailers, and other service providers.
7. Schedule appointments, meetings, and manage calendars for senior staff members.
8. Prepare reports, presentations, and other documents as requested including reports related to lease performance, vehicle utilization, and customer feedback.
9. Provide administrative support to management in strategic planning, budgeting, and operational decision-making.
10. Marketing and Promotion support: Assist in preparing marketing materials and promotional activities to attract new clients and retain existing ones.
11. Assist in training new staff members or interns, ensuring they understand their roles and responsibilities.
12. Monitor and maintain high standards for customer service and operational procedures.
13. The point of contact for clients, addressing their inquiries, providing information about leasing options, and resolving any issues or complaints.
14. 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.
15. Processing lease applications, including collecting and verifying necessary documentation from clients.
16. Client follow up: Follow-up calls or emails to clients regarding lease status, renewals, or upcoming appointments.
17. Maintain good relationships with existing clients and follow up on customer feedback.
18. Vehicle Management: Help track vehicle availability and maintenance schedules; ensure that vehicles are properly prepared for leasing.
19. Insurance and Licensing: Assist in managing vehicle insurance and licensing documentation, ensuring compliance with regulatory requirements.
20. 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.
21. 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.
22. Be ready, and willing to engage in work-related trips including driving the company vehicles to ensure seamless service delivery to clients.
23. 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.
24. Maintain a good company image by handling clients and other road users professionally.
Qualifications and Skills:
-Degree in a Business-Related Course.
-A valid Driver’s License.(PSV Institution badge is an advantage)
-1-2 years experience in a similar role.
-1 Year practical experience as a driver.
-Experience in Social Media management.
-Strong organizational skills.
-Time Management.
-Attention to detail.
-Ability to manage multiple tasks simultaneously.
Send applications to [email protected] use Job Position as the subject of the email
