Administration Executive

4 days ago

Karachi, Sindh, Pakistan Gatronova Full time

Position Summary:

The Admin Executive – New Vehicles Procurement / Management Services is responsible for managing all processes related to vehicle procurement, registration, insurance, and fleet management. The role involves maintaining detailed records of vehicle mileage and maintenance, coordinating with the Purchase and Payroll departments, handling insurance claims, and ensuring smooth vehicle operations for the Head Office and factory staff.

Key Responsibilities:

  • Coordinate with the Purchase Department to receive vehicle details post-registration for both cars and bikes.
  • Process vehicle insurance upon receipt of necessary details from the Purchase Department.
  • Follow up with the Purchase Department to obtain original vehicle documents and maintain photocopied files for record-keeping.
  • Prepare and maintain checklists of original documents for auditing purposes.
  • Manage delivery documentation for Head Office and factory staff, coordinating with factory admin as needed.
  • Ensure distribution of colored copies of Registration Cards and insurance certificates to vehicle users.
  • Facilitate vehicle transfer activities, including vendor payments and payroll deductions related to transfer charges.
  • Cancel vehicle issuance when required and update payroll accordingly.
  • Prepare Material Receipt Notes (MRNs) for the Head Office and coordinate factory-related documentation with the factory store.
  • Maintain comprehensive records of vehicle tax payments and distribute tax challans to users.
  • Arrange insurance surveys and handle documentation and claims for vehicle theft or damage.
  • Process theft claims in coordination with EFU and treasury departments, including preparation of memos and documentation.
  • Manage insurance reimbursement claims for out-of-panel vehicle repairs.
  • Maintain vehicle logbooks, coordinate driver availability, and manage daily vehicle operations.
  • Arrange pool vehicles for Directors and ensure timely processing of related bills.
  • Ensure all payments related to vehicle procurement and management are processed accurately through MMS, Purchase System, and Excel with proper approvals.
  • Maintain detailed records of vehicle mileage and maintenance for all pool vehicles.

Qualifications:

  • Bachelor's degree in Business Administration, Logistics, or a related field preferred.
  • Relevant experience in vehicle procurement, fleet management, or administrative roles is advantageous.

Skills and Competencies:

  • Strong organizational and record-keeping skills.
  • Excellent communication and coordination abilities.
  • Attention to detail and ability to manage multiple tasks simultaneously.
  • Proficiency in MS Office, especially Excel, and familiarity with purchase/payment systems.
  • Ability to work collaboratively with cross-functional teams including Purchase, Payroll, Treasury, and factory administration.

Gatronova is an equal opportunity employer. Only shortlisted candidates will be contacted.

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