Receptionist cum Admin Assistant

Front Desk & Customer Service

• Greet customers and visitors in a professional and friendly manner.
• Answer incoming phone calls, WhatsApp, and email inquiries promptly.
• Assist customers with rental bookings, extensions, inquiries, and basic information about services.
• Coordinate with Sales Executives and Drivers regarding customer pick-ups, drop-offs, and vehicle availability.
• Handle customer complaints or requests and escalate to the supervisor when necessary.
• Assist the Deposit Team with refund processing during staff absences, including encoding, monitoring, and supporting customer service through WhatsApp messages and calls.
• Double-check all active rental agreements for accuracy and ensure all required documents are uploaded to the shared folder.
• File all airport closed agreements in their respective folders in a neat and orderly manner.
• Review all open and closed agreements to ensure photos and scanned copies are properly uploaded to the shared folder.
• Verify that all vehicle keys have complete and accurate key tags; prepare and label any missing tags.
• Maintain a clean, organized, and welcoming reception area, ensuring all promotional materials, forms, and company brochures are up to date.
• Conduct telemarketing activities for at least 1–2 hours daily.
• Monitor traffic violations and process invoices in the system, then prepare and send the daily report to the Sales Team. Update the status in the Traffic Violation File accordingly.
• Monitors traffic violations, overrun cases, vehicle cleanliness, and fuel discrepancies.
• Prepare and update rental agreements, contracts, and customer files, printouts of the official sales documents.
• Maintain accurate logs of incoming and outgoing documents.
• Assist in preparing daily, weekly, and monthly reports as required by management.
• Ensure proper filing of forms, memos, and branch documentation.
• Manage office supplies, stationery, and cleanliness of the reception area.
• Ensure that necessary office supplies (forms, pens, brochures) are stocked and readily available for customer use.
• Assist other departments when necessary, preparation, or management requests
• Prepare and submit the Traffic Violations Report to the Sales Team on time
• Prioritize incoming client calls and match customers with suitable vehicles promptly and efficiently.
• Monitor daily overrun kilometers for each vehicle in the system and report any anomalies.
• Log, update, and maintain records of traffic violations based on the Sales Team’s feedback.
• Other tasks may be assigned as required by management.

REQUIREMENTS:

• Minimum of 1-2 years of experience in a customer-facing role, preferably in the car rental industry.
• Bachelor’s degree is an advantage.
• Experience in a Rent-A-Car or customer service environment is preferred.
• Excellent communication and interpersonal skills.
• Proficiency in MS Office (Word, Excel) and basic computer applications.
• Ability to multitask and work under pressure, especially during peak seasons.
• Strong organizational and time-management abilities.
• Must be willing to work shifts, weekends, or holidays as required.
• Must maintain a neat, professional appearance and follow company grooming standards.
• WITH VALID QID, WITH NOC, WILLING TO START IMMEDIATELY

Job Type: Full-time