Job Description
The Office Administrative Assistant is responsible for providing administrative support to ensure the smooth and efficient operation of office activities. This role focuses on managing company vehicle schedules , coordinating driver assignments, monitoring vehicle registration renewals, overseeing office facilities maintenance, and ensuring proper documentation and upkeep of all vehicle-related records. A background or familiarity with basic vehicle maintenance and automotive requirements is an advantage.
Qualifications
- Bachelor's Degree in Office Administration, Business Management, or a related field.
- At least 1 year of administrative experience (experience with vehicle or facility coordination is an advantage.)
- Background or familiarity with car models, automotive parts, and basic vehicle maintenance is preferred
- Strong scheduling , planning, and coordination skills.
- Proficient in Google Workspace applications
- Detail-oriented, proactive and capable of working independently.
Key Responsibilities
Company Vehicle & Driver Coordination
- Prepare and maintain the company vehicle schedule to ensure efficient deployment and availability
- Coordinate daily and weekly driver assignments based on operational requirements
- Track vehicle usage, mileage logs, fuel consumption, and maintenance schedules
- Ensure accurate documentation and timely communication of any changes to vehicle or driver assignments.
Vehicle Maintenance & Technical Awareness
- Monitor preventive maintenance schedules and ensure vehicles are serviced on time
- Coordinate with accredited service centers, suppliers, or mechanics for repairs and maintenance
- Conduct basic assessment or checks (e.g. scratches, cleanliness, tire condition).
- Maintain records of repair history and upkeep costs
- Utilize knowledge of different car models to verify service recommendations, parts compatibility, and maintenance needs.
Vehicle Registration & Compliance
- Track and monitor expiration dates of vehicle registrations, insurance policies, and other regulatory requirements
- Process renewals and ensure compliance with government and company standards.
- Maintain an updated database of all vehicle documents, deadlines, and approvals.
Office Facilities Maintenance
- Oversee the cleanliness, safety, and functionality of office facilities and common areas
- Coordinate suppliers, contractors, and technicians for facility repairs, servicing, or improvements
- Conduct periodic inspections to identify issues and recommend corrective actions
- Manage inventory of office supplies, repair tools, and equipment
Administrative & Clerical Support
- Prepare reports, logs checklist, and schedules related to vehicles, drivers, and office facilities.
- Respond to office-related requests and coordinate service calls
- Manage files, records and documentation systematically
- Provide support for office activities meetings, and corporate events needed.
- Performs other duties as may be assigned from time to time.
