Fleet & Maintenance Administrator

Motor Vehicle and Marine Fleet Admin The Administrator performs a diverse set of administrative and clerical duties. He or She provides administrative support to the Fleet/Maintenance Department

JOB TITLE               -           Fleet & Maintenance Administrator

DEPARTMENT        -           Fleet Operations - Jamaica

Core Function:

The Administrator performs a diverse set of administrative and clerical duties. He or She provides administrative support to the Fleet/Maintenance Department such as Administrative functions including: billing, reconciliation, posting and record keeping. The Administrator is responsible for screening and directing Fleet Manager’s phone calls, arranging meetings, and maintaining records and files. Other responsibilities include the total procurement of all material, spare parts and any other items used by the Fleet Team. Maintain and ensure the updates of all Fleet licences.

Education and Experience:  (Minimum Requirements)

• First degree/Diploma in Administration
• Computer Literacy with Microsoft Office Suite (esp. Word and Excel) and Internet Savvy

Specialised Knowledge, Skills and Abilities

• Good administrative management practices
• Ability to use Microsoft program and other office tools to carry out job function
• Thorough knowledge of principles, methods and practices required to effectively identify parts and equipment required for vehicles
• Strong leadership skills
• Good verbal and written communication skills
• Quality negotiating skills
• Attention to details and keen with follow ups
• Able to operate a motor vehicle
• Have a General Drivers Licence

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Special Conditions Associated with the job

• Normal office environment
• Outdoor environment
• Collection and delivery of equipment and parts
• Encounter with strong Personality and Difficult employees /Suppliers

Duties and Responsibilities

• Responsible for providing basic and advanced Clerical services to the Fleet Manager. These include, but are not limited to; preparing memoranda, invoices and related information, and composing general correspondence. Prepare and maintain filing systems for department and maintain records in accordance with the Fleet Management system. Assist in maintaining department meeting schedules.
• Responsible for general office operations, typing, filing, answering phones, ordering office supplies. Knowledge of common computer software application such as Microsoft Outlook, Words, Excel.
• Assist the Fleet Manager in administration and coordination of daily operations within the scope of duties and granted authority as outlined in this position description.
• Accountable for the inventory and procurement of all department equipment and supplies. Monitor maintenance and proper operation of all communication systems and office equipment.
• Answerable for equipment and supply inventory records.
• Perform other duties as directed by the Fleet Manager.
• Ensure maintenance schedules are in place, adopted and up-to-date.
• Coordinate the purchase of parts to ensure savings by maximizing volume.  Obtains invoices from suppliers.
• Ensure frequently used items are in stock.
• Standardize and bulk purchase service and spare parts.
• Oversee applications for vehicle licences to ensure that they are kept up-to-date.
• Maintains spreadsheets of all licences, and coordinate with the relevant authorities for renewal.
• To compile fleet report for all location and send on a weekly basis to the senior Fleet Manager.
• Inventory Management of Parts Issued to locations and garage.

Duties and Responsibilities cont’d

• Source, order, and pickup all materials, spare parts and other item used by the Fleet department.
• Liaise between departments on behalf of Fleet employees and Managers
• Complete Gas reconciliation and submit report each month to the Fleet Manager for analysis.
• Update action plan and follow up on deadline and ensure that all deadline are kept.
• Nurture and maintain a harmonious team spirit among staff by reinforcing friendliness and professionalism.