Job Purpose
This role will provide administrative support within a team structure. It is a customer/supplier interfacing role which will necessitate daily contact via telephone and email. You will provide full administrative support and work in line with our detailed processes and procedures to ensure we provide excellent service levels to our internal and external clients. You will provide support to the team with all day to day and project requirements including data updates and analysis, logistical and planning requirements, updating systems. You will proactively work on scheduled events, fuel cards, communications to drivers and /or suppliers, to ensure they are ahead of due dates. You will be part of the State Services Department providing administrative support to the whole team. This role will be based in our Leopardstown offices. To develop within the team to be a key contributor and learn and advance through our roles.
Tasks
To ensure the highest level of customer service in relation to:
Day to day administration contact within the State Services Team
Proactively working on scheduled events and daily/weekly/monthly tasks
To provide accurate and consistent responses in line with agreed timelines
Dealing with day-to-day enquiries via phone and email
Managing email queries through the dedicated team inbox’s
Provide administrative support to the team including but not limited to fuel cards, toll tags, arranging vehicle collections & hire cars, fines processing, road tax, new vehicle ordering & deliveries and GPS management
CVRT Administration – liaising with Technical Managers and Suppliers ensuring all vehicles are legal and road worthy and managing weekly & monthly reports
To be responsible for the Administration – daily management of system changes required – location movements, cost centre changes, mileage updates, management of pool and surplus fleets etc.
Pool Vehicle Management
Updating systems and data entry
Attending regular team meetings – managing meeting minutes and actions required
Respond to all information requests in a timely and professional manner
Liaising with other departments to resolve various issues
Ensure that all procedures and processes are adhered to
Undertake any reasonable role related duties which may be required from time to time.
To undertake any reasonable role related duties which may be required from time to time by department manager
Achieve team goals and to achieve individual targets
Knowledge, Skills & Experience
Must have at least 1 years’ experience in an administrative role
Excellent communication skills, both written and verbal along with a polite, friendly and diplomatic manner
Should have strong customer service skills
Must have strong attention to detail and display a high level of accuracy
Computer literate with an excellent knowledge of Microsoft Excel, Word, PowerPoint & Outlook
Good team player – must enjoy being part of, and actively participating in a team environment
Good interpersonal skills and have an ability to build rapport with clients and drivers
The ability to see issues through to completion and work to deadlines
Ability to think and take initiative, identify inefficiencies and have the confidence to make decisions when required
Customer driven with the ability to deal and build relationships with individuals at all levels of the business
Good time management skills, managing fluctuating workloads & organization and prioritisation of daily tasks
Must be seen to be calm and assured under pressure
Must be seen as positive and enthusiastic demonstrating a “can do” attitude
Previous experience in the car industry would be an advantage
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