Admin Executive

Admin Executive - Car Rental Services : Overview The Admin Executive will be solely responsible for the end-to-end management and daily operations of the car rental office in Bengaluru. This individual ensures maximum fleet utilization, exceptional customer satisfaction, administrative efficiency, and adherence to company policies and local regulations.

Key Responsibilities

1. Operations and Fleet Management

Daily Operations: Oversee all aspects of the rental process, from reservation to vehicle return.

Fleet Coordination: Manage the assignment and tracking of vehicles, ensuring optimal availability and scheduling for rentals

Vehicle Maintenance: Ensure all vehicles are in excellent condition and legally compliant (e.g., permits, insurance, pollution certificates, PUC).

Inspection & Documentation: Conduct thorough vehicle inspections with customers before and after rental to document vehicle condition, mileage, and fuel levels, managing any damage claims or discrepancies.

Logistics: Coordinate vehicle drop-offs and pick-ups within Bengaluru.

2. Customer Service

First Point of Contact: Provide excellent and prompt customer service via walk-ins, phone, and email.

Reservations: Handle all booking inquiries, create and confirm reservations using car rental management software, and manage cancellations/modifications.

Rental Agreements: Clearly explain rental terms, conditions, insurance options, and vehicle features to customers, processing all required legal and company documentation (e.g., KYC, agreement signing).

Complaint Resolution: Efficiently and professionally handle all customer inquiries, feedback, and complaints to ensure high satisfaction and promote repeat business.

3. Administration and Finance

Record Keeping: Maintain meticulous electronic and physical records of rental agreements, customer files, payment receipts, fleet maintenance logs, and inventory.

Reporting: Generate daily, weekly, and monthly reports on key performance indicators (KPIs) such as fleet utilization, revenue, expenses, and customer satisfaction.

Office Management: Manage all general administrative duties, including maintaining office supplies, managing utilities, and ensuring a clean and organized work environment.

Local Compliance: Ensure the office and all rental operations comply with Karnataka and all relevant Indian transport laws and regulations.

4. Vendor and Stakeholder Management

Supplier Coordination: Manage relationships and negotiate rates with maintenance vendors, cleaning services, insurance providers, and other local suppliers.

Chauffeur Management (if applicable): Coordinate with third-party driver agencies or company drivers, manage their schedules, ensure their compliance with company standards, and process their daily trip sheets/payments.

Qualifications and Skills

Education: PUC or Above.

Experience: 1 years in an administrative, operations, or customer-facing role, preferably within the car rental office.

Technical Skills: Proficiency in MS Office Suite (Word, Excel) and experience with Car Rental Management Software (RMS) or reservation systems.

Self-Driven: Ability to work independently and manage all responsibilities without supervision.

Communication: Excellent verbal and written communication skills in English and Kannada (or a relevant South Indian language for local client base).

Problem-Solving: Strong aptitude for quick, effective problem resolution, especially under pressure.

Attention to Detail: Meticulous approach to documentation and financial accuracy.

Work Environment

Location: Car Rental Services Office, Bengaluru, India.

Work Hours: May involve working flexible hours, including weekends, public holidays, or shifts based on operational needs, especially near airports or major commercial hubs.

Reporting: Reports directly to a Regional Manager or company Head Office.