Fleet Administrator

Job Purpose:

The Fleet & Facility Administrator is responsible for supporting the efficient operation and management of the company's fleet and facilities. This role involves coordinating maintenance schedules, managing facility resources, ensuring compliance with safety regulations, and assisting with administrative tasks to support the Fleet & Facility Manager.

Key Responsibilities:

Fleet Management:

Assist in scheduling and coordinating vehicle maintenance and repairs.

Maintain accurate records of vehicle usage, mileage, and service history.

Monitor fuel consumption and implement strategies to optimize efficiency.

Facility Management:

Support the management of facility maintenance schedules and vendor relationships.

Ensure that facilities are compliant with health and safety regulations.

Assist in managing facility resources, including equipment and supplies.

Administrative Support:

Handle administrative tasks such as data entry, filing, and document management.

Prepare reports and presentations for the Fleet & Facility Manager.

Coordinate with internal departments to facilitate smooth operations.

Compliance and Safety:

• Ensure compliance with company policies and government regulations related to fleet and facilities.
• Conduct regular inspections to identify and address potential safety hazards.
• Continuous Improvement:
• Identify opportunities for process improvements and cost savings.
• Stay informed about industry trends and best practices in fleet and facility management.

Requirements

Required Skills:

• Administrative Strength: Proven experience in administrative tasks, preferably in fleet management or a similar role.
• Phone Etiquette: Excellent communication skills, particularly over the phone.
• Customer and Staff Interaction: Ability to handle and manage conversations with both clients and internal teams with professionalism and poise.
• Organizational Skills: Strong organizational skills to manage multiple vehicles, drivers, and schedules.
• Problem Solving: Ability to handle issues independently and ensure smooth fleet operations.

Desired Qualifications:

• Prior experience in fleet administration or a related role.
• Excellent verbal communication skills in both phone and face-to-face situations.
• Proficient in administrative software, such as Microsoft Office or fleet management systems.
• Ability to multitask and prioritize duties effectively.
• High school diploma or equivalent; additional qualifications in logistics, administration, or a related field are preferred.
• Minimum of 2 years of experience in fleet management, facility management.