Administration Officer, Private Leasing

Job Purpose

The Administration Officer, Private Leasing will support the daily operations of the private leasing business by managing documentation, coordinating with internal teams, maintaining system records, and ensuring timely communication with customers and stakeholders. This role is essential in ensuring smooth administrative processes and compliance with company policies. 

Responsibilities

Daily Operations

• Generate and manage rental agreements using fleet management system.
• Support contract extensions, rental terminations, and system updates (e.g., rental rate changes, vehicle number changes).
• Submit daily reports including Vehicle Contract Status, Daily Summary, and Day-End Status to relevant departments.
• Update live booking lists, vehicle listings, and daily car movement records.
• Coordinate with Fleet Managers (FMs) for driver details, log cards, insurance, and other documentation.
• Assist with VEP applications, litigation checks, and blacklist verifications.
• Handle customer communications regarding vehicle delivery and collection.
• Process accident reports and insurance claims.
• Prepare letters for customers and internal stakeholders (e.g., season parking).
• Process scheduled credit card payments and workshop invoices.
• Support insurance of credit notes and invoices using the SAP system.
• Submit monthly sales reports, commission computations, and OT forms.
• Submit Personal Accident Insurance (PAI) listings to relevant parties. 

Office Administration

• Manage petty cash claims and requisition of office supplies.
• Attend to calls and redirect sales inquiries appropriately.
• Open and close office premises and manage general office duties. 

Qualifications & Work Experience

• Minimum 2 years of administrative experience, preferably in the automotive or leasing industry.

Skills

• Proficient in Microsoft Office Suite.
• Proficiency in English is required for internal communication, documentation, and customer correspondence.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and ability to work independently.
• Ability to adapt to dynamic operational needs and ad hoc requests.