Fleet & Facilities Manager

6 months ago

Byron Bay, Australia Smart Energy Full time

Awesome team culture
- Beautiful Byron Bay Head offices
- 10 minutes to the beach

The Fleet and Facilities Manager role at Smart Energy is pivotal in ensuring the seamless operation of our headquarters in Byron Bay and providing essential support to our Sales Managers across our offices in Australia.

This position involves overseeing various administrative tasks, including managing office procedures, handling correspondence, monitoring expenses, and coordinating resources to facilitate smooth day-to-day operations.

Additionally, this role plays a crucial role in maintaining relationships with internal teams and external stakeholders, contributing to the overall efficiency and success of the organisation.

**The key responsibilities include**:

- **Fleet Management**: Ensuring all vehicles are registered; booking safety inspections; informing and keeping in constant touch with Sales Managers to nominate responsible drivers for fines; making sure insurance and roadside assistance are up to date and assisting Sales Managers with vehicle maintenance.
- **Property Management**: Act as the main point of contact for real estate agents, with the aim of maintaining up-to-date lease agreements. Handle and address any requirements originating from real estates related to SEG’s properties.
- **Insurance Coordination**: Ensure that the company's insurance policies are up to date, lodge claims when necessary, and follow up accordingly. Maintain compliance with Smart Energy’s insurance requirements.
- **Asset Management and Inventory Control**: Record, update, and keep track of all assets available at HQ, utilising Asset IDs and an Asset Management platform for tracking purposes.
- **Office Maintenance**: Address maintenance issues as needed and liaise with
- suppliers when necessary.
- Monitor and **approve expenses and bills**, ensuring alignment with our Expense Policy.
- **Stock Control and Sales Material Ordering**: Manage inventory levels and
- coordinate the placement of orders for sales materials, including uniforms, marketing collateral and ID badges.
- **Stationery and Office Supplies**: Ensure that there is an adequate stock of
- stationary supplies in the office, anticipate when stock is low, and place
- corresponding orders.
- **IT Support**: Google Admin; Adding new employees to our different systems;
- Assisting with expense claim issues.
- Provide direct **Administrative support** as needed, including mailing and shipping packages and overseeing office equipment.
- **Facilitate Onboarding and Offboarding** processes for employees.
- Address ad hoc issues and assist with special projects as necessary.

**Support Systems**:

- Approval Max
- Zoho Expense
- Xero
- Google Spreadsheets
- Trello
- Tettra
- Salesforce

**Objectives**:

- Ensure the smooth operation of the business and address any issues that may arise.
- Implement policies and procedures to increase management efficiency.
- Monitor bills and expenses to ensure financial control.
- Provide resources to all departments to ensure operational flow.
- Coordinate internal and external resource allocation and cultivate relationships with Sales
- Managers and external stakeholders

If this sounds like the kind of opportunity you would be interested in, then we would love to hear from you. Click apply

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