Senior Executive, Admin at Smartflow Technologies Limited

Responsibilities
Fleet Management:

• Monitor and ensure the vehicle schedule plan is properly done and shared in a timely manner.
• Manage the drivers and make sure they clean their vehicles and complete the vehicle maintenance checklist on a daily basis.
• Ensure that vehicle documentation and insurance are kept up-to-date and renewed on time.
• Monitoring company vehicles' maintenance, repairs and ensuring all necessary papers are obtained when due

Facility Management:

• Handle first-level negotiations with facility maintenance vendors and ensure timely payment.
• Do periodical checks of the facility and repair equipment, machines, generators, water taps, pumping machines, air conditioners, etc. when necessary.
• Inspect and maintain cleanliness throughout the facility by supervising the daily activities of the cleaners and ensuring they carry out their tasks.
• Ensure that all facilities are well functioning, including office supplies, electricity, maintenance and repair, the internet, and other communications functions in the office.

Security:

• Monitor security personnel attendance, punctuality, and performance to ensure compliance with company standards.
• Oversee daily operations of security personnel to ensure all assigned duties are performed effectively.
• Maintain detailed records of deployed security personnel, including duty schedules, reports, and incidents.
• Periodically review logs and reports to ensure compliance and accuracy.
• Monitor the CCTV, vehicle trackers, premises security, and access control points
• Coordinate with the OHS coordinator and investigate all reported incidents (near-misses and accidents).

Documentation:

• Managing all company documents and controls
• Ensure all documents are properly filed.
• Maintain records, including inventory, personnel, orders, supplies, and maintenance.
• Registration and renewal of all statutory documents and license such as insurance, permits, vehicle documents etc.

Requirements

• Candidates should possess a B.Sc., or HND in any field
• Minimum of three (3) years of hands-on experience in the role
• Proven experience in fleet and facility management
• Understanding of vehicle parts and troubleshooting is an added advantage
• Candidate must be organised, detailed oriented and process driven
• Excellent communication and interpersonal skills
• Proficiency in MS Word, Excel, and Outlook
• Strong problem-solving and negotiation skills
• Knowledge on occupational health and safety will be an added advantage.