Administration / Fleet Support at Coollink.ng

Job Summary

• The Administrative Officer (Fleet Support) plays a key role in ensuring the smooth and efficient operations of the Fleet Department. This role is primarily administrative, requiring strong organizational skills, excellent documentation habits, and consistent follow-up.
• The Administrative Officer will support the Head of Fleet in managing vehicle records, coordinating communications, ensuring regulatory compliance, and maintaining accurate documentation. The ideal candidate is detail-oriented, structured, and capable of managing multiple administrative tasks while maintaining professionalism and efficiency.

Key Responsibilities

• Maintain comprehensive and up-to-date records of all company vehicles including insurance, licenses, maintenance logs, and other compliance documents.
• Provide administrative support to the Head of Fleet by tracking maintenance schedules, vehicle performance, and associated operational costs.
• Coordinate communications between drivers, the Accounts team, management, and other departments to ensure smooth fleet operations.
• Track and update data on vehicle movement, fuel consumption, repairs, and servicing activities.
• Ensure timely renewal of vehicle documents and full compliance with regulatory requirements.
• Prepare periodic fleet and administrative reports, summaries, and documentation for management review.
• Maintain an organized digital and physical filing system while ensuring data accuracy and confidentiality.
• Perform general administrative duties to support departmental efficiency and smooth operations.

Qualifications

• HND or B.Sc. in Business Administration, Office Management, Logistics, or a related field.
• 2–3 years of strong administrative experience; experience within fleet, logistics, or operations is an added advantage.
• Proficiency in Microsoft Excel, Microsoft Word, and Outlook (mandatory).
• Familiarity with digital record-keeping and documentation systems.
• Basic understanding of fleet documentation (insurance, licensing, regulatory requirements).

Required Skills & Competencies

• Administrative & Organizational Skills
• Excellent record-keeping, documentation, and data-entry accuracy.
• Strong organizational and time-management abilities.
• Ability to multitask, prioritize, and follow through consistently.
• Strong communication skills for coordinating with internal and external stakeholders.

Technical / Computer Skills

• Advanced use of Microsoft Office Suite (Excel, Word, Outlook).
• Ability to create and maintain spreadsheets, logs, trackers, and databases.
• Knowledge of digital filing and document management systems.