Operations Assistant Travac Investments Limited

Operations Assistant

Develop, oversee, and manage the overall operations of TRAVAC Investments, such as overseeing staff, maintaining supplies and equipment, or coordinating with other departments. Promote health and safety standards. Maintain accurate records and reports.

The Operations Officer is responsible for supervising and developing staff, managing the fleet of cars and trucks, organizing, and directing all logistics activities related to rental operations, maximizing revenue and growth, while maintaining the highest level of customer satisfaction. The Operations Officer is also responsible for developing policies and ensuring compliance.

• Develop Ops policies such as transport policy and other relevant operational policies on the accommodation business stream.
• Oversight and management of utility bills, scheduling of all administrative vendor payments for office supplies and rental payments.
• Management of contracts, insurance requirements, government regulations and safety standards. Ensuring that these are compliant with the law.
• Coordinating staff needs, space allocation, orientation process and initiating procurement of office supplies or equipment as deemed necessary
• Supervising Office, apartment cleaning and maintenance of a conducive work environment
• Managing of all telecommunications systems
• Organize meetings and ensure that the required administrative support is provided including a system of maintaining all staff minutes
• Identify ways to improve customer experience on all TRAVAC business streams
• Coordinate the procurement of materials, supplies and equipment for the office and all TRAVAC apartments.
• Manage the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required.
• Coordinate all logistical support for staff, as well as guests including office setup, hotel accommodations and conference bookings as well as procurement.
• Liaise with travel agents to obtain reservations, tickets, Visa’s for our clients
• Coordinate acommodation bookings for all apartments on online platforms and off
• Supervise Housekeeper, Gardner and Cleaners and ensure apartments are cleaned according to standard
• Ensure safety and daily security of office premises
• Oversee maintenance of all office supplies and equipment, including the scheduling of routine maintenance, and oversight of outside service providers
• Serve as a liaison with office landlord when necessary.
• Manage various service contracts, agreements and leases in coordination Accounts including security, drinking water supply, generator maintenance, etc.
• Maintain the field office equipment inventory and provide support on annual reconciliations, as well as monthly updates.

external stakeholders.

• Handling communications with clients and vendors via phone, email, and in-person.
• Check-in and check-out clients in the TRAVAC Apartments
• Take client photographs/ other photos as needed and create well labeled folders in the TRAVAC google drive.
• Creating relations with hotel/ lodge owners
• Create and update electronic records of clients
• Handle unseen problems and complaints.
• Write monthly reports as needed

Fleet Management

• Supervising maintance works on various motor vehicles conducted by the maintance team
• Ensure all vehicles allocated to TRAVAC Ride Hailing have drivers in the shorted possible time and are fully operational. (Reduce downtime on motor vehicles)
• Ensure all vehicles that have been returned to the office by drivers are worked on as quickly as possible by either our in house maintance or external maintance depending on the level of works to be conducted.
• Ensure we have minimum 8 vehicles operating under Ride hailing at any given time
• Ensure that each vehicle only gets serviced at least once a month to help with managing the cost aspect of the business
• Monitor the replacement of batteries to ensure that the drivers are not abusing the vehicles.
• Ensure that each Driver maintains the tools allocated to his/her vehicle.
• Dispatch and scheduling of Drivers and motor vehicles
• Ensure that completed vehicle logs are collected on a weekly basis and filed accordingly for use in the Fuel analysis process.
• Maintain and update motor vehicle administrative files for each vehicle
• Maintain a record of all incident reports and ensure follow-through for Police reports where necessary on all motor vehicles. Communicate All incidences to management immediately
• Ensure all Drivers abide by all policies and procedures as per Transport policy Ensuring that all vehicles that have been returned to the office by drivers are worked on as quickly as possible by either our in-house maintenance or external
• Handle car rental services including doing all the paperwork as needed and ensure assigned driver gets fuel money, toll fees and allowances in
• Carry out other duties necessary to accomplish TRAVAC objectives, assigned by the Supervisor

Desired Qualifications:

• First degree in business administration, public administration or related field, with at least 7 years of office management
• Demonstrated experience in supervision of support staff.
• Experience in inventory management.
• Strong critical thinking, problem-solving and supervisory skills.
• Excellent written and verbal English skills.
• Strong communication and interpersonal skills.
• Experience working
• Ability to deal appropriately with sensitive issues and always maintain a high level of confidentiality.
• Three years’ experience in vehicle fleet management preferred
• Supervisory experience, preferred
• Computer literate; strong MS-Excel and MS Word skills
• Valid drivers’ license and extensive driving experience with a clean driving record
• Strong organizational skills