Real Estate and Fleet Management Assistant
2 days ago
Job Title: Real Estate and Fleet Management Assistant
Position Overview:
We are seeking a highly organized and proactive Real Estate and Fleet Management Assistant to support our Global Real Estate and Fleet Manager. The ideal candidate will assist in managing the administrative and operational aspects of our real estate and fleet operations, ensuring smooth coordination and execution of various tasks. This remote position requires excellent communication, multitasking, and problem-solving skills. The candidate will require limited supervision due to working across multiple time zones with the expectation to deliver assigned tasks in a timely manner.
Key Responsibilities:
•Real Estate Support:
o Assist in gathering data to support the setting of real estate strategy and coordinating with our real estate partner for lease renewals.
o Help gather data for financial analysis of new properties and capital expenditure requests.
o Support space needs assessments by gathering data and assisting with communication and scheduling.
o Aid in facility moves by gathering data and assisting with communication and scheduling walkthroughs and services.
o Assist with obtaining missing information and follow-up for facility improvement and repair requests.
o Support vendor relationship and contract management by assisting with communication, scheduling, and follow-up for services such as HVAC, plumbing, electric, and more.
o Gather data to ensure proper insurance coverage for facilities and update values for insurance renewals.
o Maintain records of operating facilities and assist with updating the internal list.
• Fleet Management Support:
o Support fleet vehicle repair requests by following up with drivers or shops to ensure work is being completed.
o Gather data to assist with fleet vehicle cycling decisions.
o Assist with accident reporting, case management, and vehicle replacement processes.
o Manage vehicle registration renewals and fuel card requests.
o Maintain driver and vehicle data in fleet management portals and distribute maintenance and safety reports.
o Support the creation, maintenance, and enforcement of vehicle policies.
o Assist with temporary vehicle rentals and provide vehicle quotes for client proposals.
• Administrative and Coordination Tasks:
o Complete paperwork and documentation related to real estate and fleet management tasks.
o Update information in management portals and maintain accurate records.
o Schedule meetings and work sessions with internal and external resources.
o Email partners and appropriate parties to gather and disseminate information.
o Serve as the first line of communication for inquiries related to real estate and fleet matters.
o Join meetings and calls, record actions, and follow up to ensure completion of tasks.
o Assist in managing records archiving, destruction, digitization, and handle e-waste and SITAD requests.
Qualifications:
• Graduate
• Minimum 2+ years of experience in an administrative support role, preferably in real estate or fleet management.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite and familiar with real estate and fleet management or similar asset management software.
• Ability to work independently and manage multiple tasks simultaneously.
• Strong problem-solving skills and a proactive approach.
Preferred Skills:
• Experience with lease administration and vendor coordination.
• Knowledge of facility and fleet management processes and policies.
• Familiarity with financial analysis and insurance processes. Working Conditions:
• This is a hybrid position; candidates must have a reliable internet connection and a suitable home office environment.
Location: Bangalore
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