Job Vacancy in an Automobile Sales Company

Job Responsibilities:

• To coordinate the effective execution of all administrative tasks and activities across the organization.
• Demonstrate ownership of and communicate the departments’ strategic direction and objectives to all staff in the department
• Coordinate, direct and supervise the day to day activities of the department and ensure alignment with the overall goals and objectives of the division and the organization as a whole.
• Provide overall guidance and direction in the execution of the department’s functions and activities.
• Define and recommend suitable frameworks and systems to optimise and manage facilities.
• Champion the implementation of a first class maintenance, and management culture for all assets and facilities.
• Liaise with Heads of departments and subsidiaries to identify needs and ensure facilities are fully operational and in good working condition.
• Articulate the short and long term infrastructural requirements of all business units and establish an acquisition plan to meet these requirements.
• Work closely with the Finance & Accounts department to ensure required items are sourced and procured in a timely manner.
• Develop/update contingency plans in the event of disaster or damage to the organisation’s facilities.
• Monitor the activities of maintenance contractors ensuring adherence to agreed service levels.
• Ensure the execution of all routine maintenance, renovations and refurbishment works and activities for the organisation.
• Ensure that facility management practices conform to Health, Safety and Environment policies and procedures.
• Ensure the proper disposal of assets that are written off and ensure proper record is maintained for the same
• Articulate vendor selection and evaluation process
• Provide input in the documentation of Service Level Agreements required for defining relationship with vendors.
• Coordinate and oversee the procurement process ensuring the company’s interest is protected and that quality items are provided at reasonable prices.
• Develop and manage the implementation of an office stock/inventory and distribution management system to manage and control stock within the entire organization
• Generate monthly reports of all stocks and prices of items before and after purchase.
• Assist in processing visas and other relevant travel documents for business trips.
• Work closely with travel agents to identify best-fit airlines and recommend to the business.
• Liaise with travel agents to ensure prompt and cost effective processing of travel tickets.
• Provide logistics support on all travel related activities e.g. hotel bookings, airport pick-up and drop off arrangements and other transportation requirements.
• Ensure internal mails are promptly delivered and that uncollected mails are processed for return.
• Supervise the activities of the security guards to ensure the physical security of all office locations at all times.
• Continually review and assess the effectiveness and efficiency of the department’s policies, procedures and processes and identify improvement opportunities.
• Oversee the preparation of the department’s annual budget and monitor its implementation.
• Manage the human and material resources of the department to optimize performance and enhance output.

Job Requirements:

• Excellent written and oral communication skills
• Ability to follow through on assigned task
• Relationship Management
• Possession of human skills (Ability to   interact effectively with people)
• Ability to develop, build and maintain relationship
• Sound ethics and integrity.
• Must be discernibly honest and of consistent upright character
• Good appreciation and working knowledge of office productivity tools.
• Excellent organizational and project management skills