State Services Administrator

At Ayvens, progress starts with you.

Our ambitions to shape the future of sustainable mobility are powered by our talent. Join us, and get better with every move.

Job Purpose
This role will provide administrative support within a team structure. It is a customer/supplier interfacing role which will necessitate daily contact via telephone and email. You will provide full administrative support and work in line with our detailed processes and procedures to ensure we provide excellent service levels to our internal and external clients. You will provide support to the team with all day to day and project requirements including data updates and analysis, logistical and planning requirements, updating systems. You will proactively work on scheduled events, fuel cards, communications to drivers and /or suppliers, to ensure they are ahead of due dates. You will be part of the State Services Department providing administrative support to the whole team. This role will be based in our Leopardstown offices. To develop within the team to be a key contributor and learn and advance through our roles.

Tasks
To ensure the highest level of customer service in relation to:

• Day to day administration contact within the State Services Team
• Proactively working on scheduled events and daily/weekly/monthly tasks
• To provide accurate and consistent responses in line with agreed timelines
• Dealing with day-to-day enquiries via phone and email
• Managing email queries through the dedicated team inbox’s
• Provide administrative support to the team including but not limited to fuel cards, toll tags, arranging vehicle collections & hire cars, fines processing, road tax, new vehicle ordering & deliveries and GPS management
• CVRT Administration – liaising with Technical Managers and Suppliers ensuring all vehicles are legal and road worthy and managing weekly & monthly reports
• To be responsible for the Administration – daily management of system changes required – location movements, cost centre changes, mileage updates, management of pool and surplus fleets etc.
• Pool Vehicle Management
• Updating systems and data entry
• Attending regular team meetings – managing meeting minutes and actions required
• Respond to all information requests in a timely and professional manner
• Liaising with other departments to resolve various issues
• Ensure that all procedures and processes are adhered to
• Undertake any reasonable role related duties which may be required from time to time.
• To undertake any reasonable role related duties which may be required from time to time by department manager
• Achieve team goals and to achieve individual targets

Knowledge, Skills & Experience

• Must have at least 1 years’ experience in an administrative role
• Excellent communication skills, both written and verbal along with a polite, friendly and diplomatic manner
• Should have strong customer service skills
• Must have strong attention to detail and display a high level of accuracy
• Computer literate with an excellent knowledge of Microsoft Excel, Word, PowerPoint & Outlook
• Good team player – must enjoy being part of, and actively participating in a team environment
• Good interpersonal skills and have an ability to build rapport with clients and drivers
• The ability to see issues through to completion and work to deadlines
• Ability to think and take initiative, identify inefficiencies and have the confidence to make decisions when required
• Customer driven with the ability to deal and build relationships with individuals at all levels of the business
• Good time management skills, managing fluctuating workloads & organistation and prioritisation of daily tasks
• Must be seen to be calm and assured under pressure
• Must be seen as positive and enthusiastic demonstrating a “can do” attitude
• Previous experience in the car industry would be an advantage

Why Ayvens?  

With over 3.4 million vehicles managed across more than 42 countries, we provide full-service leasing, flexible subscription services, fleet management services and multi-mobility solutions to customers of all sizes, including large corporates, SMEs, professionals, and private individuals. By leveraging our unique position to lead the way to net zero and further shape the digital transformation of the industry, we are well-positioned to meet the evolving mobility needs of our clients and provide them with the solutions they need to thrive.

At Ayvens, we believe that our success is driven by our commitment to customer satisfaction. Our team is dedicated to delivering innovative solutions and technology-enabled services that help our customers focus on their everyday business. We’re committed to sustainable mobility and have made it a core part of our strategy. In everything we do, we’re guided by the principles of authenticity, curiosity, commitment and collaboration. We aim to foster an organisation that's diverse in people and ideas, where everyone can thrive and be themselves, no matter who they are.

Join us on this exciting journey as we continue to enable the transformation towards large scale adoption of sustainable mobility and provide our customers with the solutions they need to succeed. Follow our page for the latest updates, news, and insights.

*ALD Automotive | LeasePlan are rebranding to Ayvens across all 42 countries by 2025.