The Administrative Officer provides administrative and clerical support to the Vehicle Services department to ensure efficient coordination, documentation, and operational administration.

Key Responsibilities

Fleet Administration & Documentation Management

• Manage and maintain all fleet-related documentation, ensuring proper filing and easy retrieval.
• Maintain accurate records of insurance, road tax, compliance certificates, and other statutory documents.
• Ensure proper documentation and tracking of tyre records and related compliance requirements.

Procurement & Financial Administration

• Prepare purchase orders and process invoices in line with operational requirements.
• Follow up on supplier payments and ensure timely processing and resolution of discrepancies.
• Support reconciliation of financial and operational records to ensure data accuracy and consistency.

Operational Coordination & Scheduling

• Coordinate appointments, maintenance bookings, and operational schedules to ensure smooth fleet operations.
• Liaise effectively with suppliers, garages, drivers, and internal operational teams to facilitate timely service delivery.
• Support meeting coordination, including scheduling and preparation of relevant documentation.

Data Management & Reporting

• Perform accurate data entry and maintain operational information within the Key2 system in a timely manner.
• Develop and maintain a comprehensive master database, including an updated vehicle inventory.
• Maintain operational trackers and administrative databases to support decision-making and reporting needs.
• Assist in preparing operational reports and ensuring data integrity across systems.

Administrative & Communication Support

• Provide general administrative support across fleet and operational functions.
• Assist in communication flow between internal teams and external stakeholders to ensure operational alignment and efficiency.
• Support reconciliation of physical records against system data to ensure consistency and accuracy.

Job Requirements

• Diploma in Administration, Business Management, or related field.
• Previous experience in administration or operational support.
• Strong organisational and multitasking skills.
• Proficiency in Microsoft Office applications.