TASKS & ACCOUNTABILITIES:
Administrative Support:
· Manage office supplies and ensure availability of necessary items.
· Assist with travel arrangements, including booking flights, accommodations, and transportation.
· Schedule meetings, appointments, and maintain calendars.
· Answer phone calls, respond to inquiries, and direct calls to appropriate personnel.
· Assist with document preparation, formatting, and editing.
Fleet Coordination:
· Maintain accurate fleet records, including vehicle registration, insurance, and maintenance logs.
· Coordinate vehicle repairs, inspections, and routine maintenance.
· Ensure vehicles are properly equipped with required safety equipment and documentation.
· Monitor fuel consumption, mileage, and driver logs.
· Coordinate vehicle assignments and track availability.
Procurement and Vendor Management:
· Source and order office supplies and equipment as needed.
· Establish and maintain relationships with vendors, ensuring timely delivery of goods and services.
· Compare prices and negotiate contracts to achieve cost savings.
· Maintain accurate inventory of office supplies and equipment.
Data Management:
· Collect, organize, and maintain data related to fleet operations, office supplies, and vendor contracts.
· Generate reports, analyze data, and provide insights to management.
· Implement and maintain efficient filing systems, both physical and electronic.
General Office Operations:
· Assist in organizing company events and meetings.
· Coordinate internal and external communications, including email correspondence and mail distribution.
· Support other administrative tasks and projects as assigned.