About Us

Ultimate Carhire and Services is a growing car rental company in Lilongwe, dedicated to providing reliable, efficient, and customer-focused transport solutions. We emphasize professionalism, a well-maintained fleet, and excellent customer care.

Position Overview

We are looking for a young, proactive, and organized Front Office Manager. The ideal candidate should be self-motivated, detail-oriented, and able to work independently while overseeing operations, managing bookings, coordinating fleet activities, managing social pages, and ensuring excellent customer service.

Qualifications & Experience

• Requires a Diploma in Hospitality Management, Business Administration, or related field.
• Minimum 2 years of relevant experience (car hire or transport services preferred).
• Strong communication and interpersonal skills.
• Good computer skills (MS Office, booking systems, email).
• Basic accounting/bookkeeping knowledge is a plus.
• Ability to multitask and work under pressure.
• High integrity and professionalism.

Key Responsibilities

Customer Service & Reception

• Welcome and assist clients professionally.
• Handle inquiries via walk-ins, phone, email, and online bookings.
• Provide information on vehicles, pricing, and rental terms.
• Resolve complaints efficiently.

Booking & Reservations Management

• Process and confirm reservations accurately.
• Prepare rental agreements and complete documentation.
• Maintain booking schedules and availability records.
• Coordinate vehicle allocation based on customer needs.

Fleet Coordination & Monitoring

• Monitor vehicle movement and availability.
• Coordinate with drivers for timely dispatch and returns.
• Report maintenance issues and schedule servicing.
• Ensure vehicles are clean, fueled, and ready for hire.

Financial & Administrative Duties

• Handle payments and issue receipts.
• Maintain accurate financial records and prepare reports.
• Organize filing systems for contracts and customer records.

Office Operations & Compliance

• Ensure smooth front office operations.
• Maintain confidentiality of client information.
• Ensure compliance with company policies.
• Assist management with administrative tasks.

• Welcome and assist clients professionally.
• Handle inquiries via walk-ins, phone, email, and online bookings.
• Provide information on vehicles, pricing, and rental terms.
• Resolve complaints efficiently.
• Process and confirm reservations accurately.
• Prepare rental agreements and complete documentation.
• Maintain booking schedules and availability records.
• Coordinate vehicle allocation based on customer needs.
• Monitor vehicle movement and availability.
• Coordinate with drivers for timely dispatch and returns.
• Report maintenance issues and schedule servicing.
• Ensure vehicles are clean, fueled, and ready for hire.
• Handle payments and issue receipts.
• Maintain accurate financial records and prepare reports.
• Organize filing systems for contracts and customer records.
• Ensure smooth front office operations.
• Maintain confidentiality of client information.
• Ensure compliance with company policies.
• Assist management with administrative tasks.

• Strong communication and interpersonal skills.
• Good computer skills (MS Office, booking systems, email).
• Ability to multitask and work under pressure.
• High integrity and professionalism.

• Diploma in Hospitality Management, Business Administration, or related field.
• Minimum 2 years of relevant experience (car hire or transport services preferred).
• Basic accounting/bookkeeping knowledge is a plus.