JOB PURPOSE 

The Administrative Supervisor is responsible for the day-to-day supervision and coordination of the administrative team, ensuring that assigned duties are completed accurately, efficiently and within established timelines and Company procedures. 

The position provides direction, guidance and support to team members, monitors work quality, productivity and attendance, follows up on outstanding matters and assists in maintaining the smooth and continuous operation of administrative functions. The Supervisor is expected to identify routine issues and escalate significant employee, customer, financial, compliance or operational matters to Management as appropriate. 

KEY RESPONSIBILITIES 

1. Team Supervision & Support 

• Provide daily direction, guidance and support to administrative team members. 

• Allocate and monitor workloads to ensure duties are completed within required timelines. 

• Monitor attendance, punctuality, productivity and work quality. 

• Provide coaching and constructive feedback to support employee performance and accountability. 

• Identify performance, training and employee-related concerns and escalate to Management/HR as appropriate. 

• Assist with the onboarding and training of new team members. 

• Promote a professional, collaborative and customer-focused work environment. 

2. Administrative Operations & Quality Control 

• Monitor the daily administrative workflow and ensure assigned duties are completed accurately and efficiently. 

• Review documentation, records and completed work for accuracy, completeness and adherence to established procedures. 

• Follow up on outstanding tasks and ensure timely completion. 

• Monitor the quality and completion of key administrative functions, including: 

• Vehicle Inventory Monitoring & Quality Control 

• Insurance Overview & Control 

• Driver Management and related administration 

• Stationery and Other Office Supplies Quality Control 

• Verification and Closing Team Quality Control 

• Compliance Control 

• Preparation and tracking of Letters/Correspondence 

• Maintenance of the Filing System 

• Identify errors, discrepancies or gaps in the above functions and ensure appropriate follow-up or escalation. 

• Assist with maintaining adequate office supplies, resources and equipment to support daily operations. 

3. Customer Service & Stakeholder Support 

• Monitor the delivery of professional and responsive customer service by the administrative team.

Assist with addressing routine customer and administrative concerns and escalate matters where necessary. 

• Support effective communication and coordination between departments. 

• Assist with vendor, dealer and service-provider coordination as required. 

• Ensure that administrative activities support timely service to customers and internal stakeholders. 

4. Business Continuity & Operational Support 

• Ensure appropriate coverage of administrative duties during staff absences, vacation or other periods of unavailability. 

• Assist with the redistribution of work to maintain continuity of operations. 

• Maintain sufficient knowledge of key administrative functions to provide backup support when required. 

• Provide hands-on administrative support where necessary to minimise operational disruption. 

• Assist Management with operational assignments, projects and business initiatives as directed. 

QUALIFICATIONS & EXPERIENCE 

• Associate’s degree, Diploma or equivalent qualification in Business Administration, Management or a related field. 

• Minimum 3–5 years' experience in administration, operations or a related field. 

• At least 2 years' supervisory or team leadership experience. 

• Proficiency in Microsoft Office Suite and relevant business applications. 

• Experience in financial services, lending, banking or a regulated environment would be an asset. 

CORE COMPETENCIES 

• Team Leadership & Supervision 

• Administrative & Operational Coordination 

• Organisation & Time Management 

• Attention to Detail & Accuracy 

• Communication & Interpersonal Skills 

• Problem Solving & Decision Making 

• Accountability & Follow-Up 

• Customer Service 

• Compliance & Internal Controls 

• Confidentiality & Professionalism 

• Ability to Prioritise 

• Teamwork & Collaboration