Administrative Specialist

About the Role

We are looking for a highly organized and customer-focused Administrative Specialist to join our Admin and General Services team. This role is responsible for overseeing fleet operations, ensuring vehicle availability, coordinating maintenance activities, monitoring fuel consumption, managing vehicle documentation, and supporting internal stakeholders through efficient fleet service delivery.

The ideal candidate has strong administrative and analytical skills, experience in fleet or vehicle management, and the ability to coordinate with multiple departments, service providers, and drivers while maintaining compliance with company policies and regulatory requirements.

Key Responsibilities

Fleet Management

• Manage daily vehicle and driver allocation requests
• Coordinate vehicle scheduling and monitor fleet utilization
• Track and analyze fuel consumption and mileage reports
• Conduct regular vehicle inspections and monitor vehicle condition
• Schedule and coordinate preventive maintenance and repairs
• Validate maintenance requirements and service recommendations from accredited providers
• Maintain accurate vehicle maintenance records and fleet management databases
• Process and monitor vehicle registrations, insurance renewals, and regulatory requirements
• Administer fleet card issuance, replacement, and termination
• Prepare fleet utilization and operational reports
• Monitor driver overtime and related documentation
• Manage documentation for newly acquired and retired company vehicles
• Coordinate vehicle ownership transfer and disposal documentation
• Process requests for RFID, village passes, vehicle clearances, and related certifications

General Services Support

• Coordinate inter-office document and parcel deliveries
• Facilitate messenger and logistics requests
• Maintain records management, archiving, and document control activities
• Ensure timely completion of administrative support services

Qualifications

Education

• Bachelor's degree in Business Administration, Logistics, Supply Chain Management, Transportation Management, or any related field

Experience

• At least 2 years of relevant experience in fleet management, transportation coordination, administrative services, customer service, or shared services operations

Preferred Qualifications

• Experience handling vehicle registrations, insurance renewals, and fleet maintenance
• Knowledge of vehicle lifecycle management and transportation regulations
• Familiarity with fleet management systems and reporting tools
• BOSH certification is an advantage
• Strong proficiency in Microsoft Office applications, particularly Excel

Key Competencies

We are looking for professionals who demonstrate:

• Strong customer service orientation
• Effective communication and stakeholder management skills
• Planning and organizational excellence
• Analytical and problem-solving abilities
• Attention to detail and process compliance
• Strong record-keeping and documentation skills
• Technology proficiency and data management capability
• Collaboration and teamwork mindset

Why Join Us?

• Work in a dynamic and collaborative environment
• Contribute to the efficient delivery of critical transportation and administrative services
• Gain exposure to fleet operations, asset management, and process improvement initiatives
• Be part of a team committed to operational excellence and customer service

Apply now and help us drive operational efficiency through effective fleet management and exceptional service delivery. 🚗💼