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Administrative Assistant

i Manage Limited

Admin & Office

IT & Telecoms KES Confidential
Easy Apply
New
2 weeks ago

Job Summary

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.

  • Minimum Qualification : Bachelors
  • Experience Level : Mid level
  • Experience Length : 1 year

Job Description/Requirements

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.

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