Job Description/Specification:
We are seeking an organized and customer-focused Administrative Assistant / Secretary to support the day-to-day operations of a car rental business. The successful candidate will handle administrative and clerical activities, maintain accurate records, prepare rental documentation and coordinate with fleet, operations, finance and customers.
This role is ideal for a proactive professional with 3–5 years of administrative or secretarial experience, preferably within the car rental, automotive or logistics industry. Strong communication, attention to detail and the ability to manage multiple tasks are essential.
About This Role
The Administrative Assistant / Secretary will serve as an important point of contact for customers and internal teams. The position involves supporting rental contract preparation, customer inquiries, documentation, data entry, filing and general office administration while helping ensure efficient daily operations.
Key Responsibilities
- Provide daily administrative, clerical and secretarial support to the car rental team.
- Prepare, process and maintain rental agreements, contracts, forms and customer documentation.
- Respond to customer inquiries and provide professional support regarding rental services.
- Coordinate with fleet, operations and finance teams to ensure smooth vehicle rental processes.
- Maintain accurate customer, vehicle and rental records.
- Handle incoming and outgoing correspondence, emails and telephone inquiries.
- Organize physical and electronic filing systems and ensure documents are easily accessible.
- Assist with vehicle rental bookings, extensions, returns and related administrative requirements.
- Support invoice, payment and finance-related documentation when required.
- Update internal systems and databases with customer, contract and fleet information.
- Assist management with reports, schedules and other administrative tasks.
- Maintain confidentiality of customer and company information.
- Perform other administrative duties as assigned.
Minimum Requirements
Education
- High School Diploma is required.
- Diploma or Bachelor’s Degree in Business Administration or a related field is an advantage.
Experience
- 3–5 years of experience in administration, secretarial or office support roles.
- Experience in car rental, automotive, fleet management or logistics is preferred.
- Familiarity with rental, fleet or vehicle management software is an advantage.
- Local candidates with a valid Qatar ID (QID) and transferable status are preferred.
Key Skills
- Administrative Support
- Secretarial Duties
- Car Rental Administration
- Fleet Coordination
- Rental Contract Preparation
- Customer Service
- Data Entry & Record Keeping
- Document Management
- Office Administration
- Microsoft Office
- Email & Telephone Communication
- Invoice and Payment Documentation
- Time Management
- Multitasking
- Attention to Detail
- Team Coordination
Desired Candidate Profile
The ideal candidate should be well-organized, professional, customer-oriented and detail-focused, with the ability to work in a fast-paced car rental environment. Strong communication skills and the ability to coordinate effectively with customers and internal departments are essential.