Car Vendor Specialist

Key Responsibilities:

Vendor Management

• Handle daily coordination with existing car vendors (drivers, rental agencies, transport providers).
• Assist in sourcing, evaluating, and onboarding new car vendors when needed.
• Ensure vendor documents (contracts, IDs, OR/CR, insurance, billing requirements) are complete and updated.

Billing & Verification

• Receive and verify all monthly car rental invoices.
• Cross-check billing with approved rates, fuel inclusions, and actual days used.
• Coordinate with Finance for any discrepancies, missing documents, or payment processing.
• Maintain records of vendor billing history and payments.

Vehicle & Odometer Tracking

• Collect, record, and verify monthly ODO (odometer) reports from vendors/drivers.
• Track fuel usage, maintenance schedules, and vehicle availability.
• Report any issues like over-usage, irregular ODO readings, or vehicle downtime.

Administrative Support

• Maintain logs, reports, and filing related to vehicle assignments and vendor performance.
• Prepare weekly/monthly summary reports for management.
• Handle communication between internal teams and vendors for car requests, replacements, and concerns.
• Support other admin tasks as required.

Qualifications:

1. Bachelor’s degree (preferred but not mandatory).
2. Minimum 1 year of experience in admin, logistics, fleet, or vendor management (advantage but not required).
3. Strong communication and coordination skills.
4. Good experience with MS Excel (tracking, basic formulas, reporting).
5. Detail-oriented, organized, and proactive.
6. Ability to work independently and manage multiple tasks.