Job Description:

About the Job

The Mombasa Admin Assistant is responsible for supporting the day-to-day administrative and operational activities of the Mombasa branch of Avenue Car Hire and Leasing Ltd. This includes ensuring accurate documentation, coordination of vehicle maintenance and service, and maintaining high levels of professionalism and organization within the office.

Responsibilities

• Tackle customer enquiries professionally via phone, email, or in person.
• Prepare rental agreements and ensure all documentation is correctly completed and filed.
• Capture and update customer data, billing details, and vehicle handover checklists.
• Maintain a daily log of vehicle movements, fuel usage, mileage, and returns.
• Liaise with drivers to ensure timely deliveries and collections of vehicles.
• Coordinate all vehicle service, maintenance, and repairs with internal teams or external suppliers.
• Ensure all vehicle handovers and returns are properly documented, including conducting damage checks.
• Upload documents, update records in internal systems, and scan signed agreements.
• Provide general administrative support to the Branch Manager.
• Ensure cleanliness and organization of the front office and working space.
• Replenish office supplies and ensure the branch is well-equipped for daily operations.

Requirements

• Qualifications and Experience:
  • Diploma in Business Administration, Front Office Management, or a related field.
  • 2+ years of experience in an administrative or operations support role.
  • Experience in the car hire, transport, or logistics industry is an added advantage.
  • Strong computer literacy (Google Workspace / Microsoft Office).
  • Excellent documentation and organizational skills.
• Key Competencies:
  • Excellent verbal and written communication skills.
  • Strong organizational and time management skills.
  • High level of accuracy and attention to detail.
  • Ability to work independently and take initiative.
  • Professional, reliable, and customer-focused.
  • Ability to coordinate tasks and manage multiple priorities.