Administrator - Vehicle Maintenance

2 months ago


Dubai, United Arab Emirates zmh Full time

**Key Responsibilities**

**Safety Procedures**: Implement and enforce safety procedures, review safety practices, investigate injuries and unsafe conditions, and take corrective action where necessary.

**Staff Supervision**: Direct, coordinate, and review work plans for assigned staff. Assign daily work activities, monitor workflow, review methods and procedures, and resolve any work-related issues.

**Record Keeping & Data Management**: Maintain accurate and up-to-date records, logs, trackers, reconciliations, and dashboards related to vehicle maintenance, stock, tire rotation, and parts inventory.

**KPI & Performance Reporting**: Prepare and present regular KPI reports, compliance reports, exception reports, and performance reports. Use data analysis to identify areas for improvement and report progress to management.

**Fleet & Maintenance Oversight**:

- Oversee daily maintenance operations, ensuring accurate records of all planned and unplanned maintenance and repairs.
- Monitor fleet performance, including tire rotation schedules, fuel efficiency, and both scheduled and non-scheduled maintenance.
- Ensure timely tire rotations and document rotation details to maintain optimal vehicle performance.
- Manage inventory and parts, ensuring stock levels are maintained and tracked properly.

**Vendor & Supplier Management**: Coordinate with vendors and suppliers for parts procurement and services, including attending site visits and conducting negotiations to ensure cost-effective purchasing.

**Hazardous Materials Management**: Ensure that hazardous materials are stored in compliance with regulations and safety standards.

**Customer & Supplier Relations**: Liaise with customers, suppliers, and transport companies to address concerns and ensure smooth operations.

**Tracking & Monitoring**:

- Maintain renewal trackers for licenses, permits, and vehicle documentation to ensure all renewals are completed on time.
- Maintain a detailed log of scheduled and non-scheduled repairs and parts replacements, ensuring timely action where required.

**Procurement & Cost Efficiency**: Oversee the procurement process for parts and supplies, ensuring cost-effective purchases and timely delivery of required materials.

**Documentation & Reporting**:

- Prepare and maintain various data visualizations, including dashboards, and pivot tables, to track and report on the level of achievement of expected outcomes.
- Provide administrative support to management by facilitating the processing of documents, coordinating office activities, and handling communications.

**General Office & Document Management**:

- Manage the distribution of mail, office supplies, and ensure efficient document processing.
- Maintain accurate records, keep all documents up-to-date, and prepare reports for management.

**Emergency Response**: Handle emergency response situations and coordinate necessary actions promptly.

**Other Duties**: Perform additional duties as assigned by management to support the overall operations of the vehicle repair and maintenance department.

Track KPIs, activities, supports coordination with the operations, facilitates scheduling of meetings and events, minuting of meetings, and follows up on actions agreed.

Maintain various data as per requirement of management using dashboard, pivot table etc. to track the level of achievement of expected outcomes.

Support manager and management on administrative requirements.

**Qualifications**
- High school diploma; BSC/BA in office administration or relevant field is preferred.
- Minimum 3 years of experience in the relevant field directly related to the duties and responsibilities specified with at least 2 years in UAE market.
- Qualifications in secretarial studies will be an advantage.
- Advanced skills in MS Office including excel.
- Valid UAE driving license will be an added advantage.
- Exposure to Oracle/WMS/SAP/FMPRO/ROUTEPRO software’s.
- Familiarity with office management procedures.
- Analytical, numerical, problem-solving and decision-making skills.
- Excellent attention to detail.



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