Operations Assistant

Key Responsibilities

1. Vehicle Tracking and Monitoring

· Create, maintain, and regularly update the master tracker of all company vehicles.

· Monitor vehicle assignments, availability, status, and other relevant information.

· Ensure that all vehicle information in the tracker is accurate, complete, and up to date.

· Track vehicle document expiration dates, renewal schedules, and other important deadlines.

2. Communication and Coordination

· Maintain constant communication with vehicle operators regarding vehicle status, assignments, maintenance, documentation, and operational concerns.

· Coordinate with Ericsson Admin regarding vehicle requirements, document submissions, approvals, and other related matters.

· Follow up on pending documents, requests, and concerns to ensure timely completion and resolution.

· Provide regular updates to the Operations Team and concerned personnel.

3. Preparation of Vehicle Documents

· Prepare, compile, and update all required vehicle-related documents.

· Assist in processing vehicle registrations, permits, insurance documents, and other applicable requirements.

· Ensure that documents submitted to Ericsson Admin are complete, accurate, and properly prepared.

· Monitor the validity and expiration dates of vehicle documents and coordinate renewals as needed.

4. Document Filing and Records Management

· Organize and maintain physical and electronic files of vehicle documents and records.

· Ensure that all documents are properly labeled, categorized, and filed for easy retrieval.

· Maintain an organized filing system for vehicle registrations, insurance, maintenance records, inspection reports, and related correspondence.

· Ensure the proper safekeeping, accuracy, and confidentiality of company records.

5. Vehicle Inspection and Records Verification

· Conduct or coordinate regular checks of company vehicles to verify their condition, completeness, and readiness for operation.

· Check vehicle details against the master tracker and supporting documents to ensure consistency and accuracy.

· Verify the availability and validity of required vehicle documents.

· Monitor and report vehicle defects, damages, maintenance needs, and other irregularities to the appropriate personnel.

· Ensure that discrepancies between actual vehicle conditions, recorded information, and submitted documents are promptly addressed.

· Coordinate with vehicle operators to ensure that vehicles are properly maintained and comply with applicable company and operational requirements.

6. General Administrative and Operational Support

· Prepare vehicle monitoring reports, updated trackers, and other operational summaries as required.

· Assist the Operations Team with administrative tasks and other vehicle-related concerns.

· Ensure timely completion of assigned tasks and compliance with established company procedures.

· Perform other related duties as assigned by the immediate supervisor.

Required Skills and Competencies

· Proficient in Microsoft Excel, Word, and other office applications.

· Strong organizational, documentation, and record-management skills.

· Good communication and coordination skills.

· Keen attention to detail in checking vehicles and verifying records.

· Ability to maintain accurate trackers and monitor deadlines.

· Responsible, systematic, and capable of handling multiple tasks.

· Ability to coordinate effectively with vehicle operators, Ericsson Admin, and other concerned personnel.