Administrative Assistant – Fleet and Asset Operations

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Ensure precise records for fleets and assets across various business entities.

• Assess daily pre-start reports, pinpoint missing submissions, and log reported defects or issues.

• Reconcile fleet card transactions with Fuellox fuel usage and asset records.

• Investigate any unusual or inconsistent fuel transactions and report discrepancies.

• Maintain the asset register, which includes registrations, locations, operators, status, and maintenance details.

• Monitor outstanding repairs, documentation, and fleet-related requirements.

• Generate regular fleet reports that cover fuel usage, pre-starts, defects, repairs, and items requiring management attention.

• Enter and update project details in Procore.

• Review contractor uploads, such as site photos and progress claims, for thoroughness.

• Follow up on missing certificates, documentation, or supporting information.

• Input supplier invoices into Xero and Procore with the correct entity, project, cost code, and supplier allocation.

• Create purchase orders based on approved purchasing guidelines.

• Match supplier invoices with purchase orders and delivery documentation, verifying quantities, pricing, GST, and supporting records.

• Generate customer invoices based on approved billing details.

• Reconcile customer payments and remittance information against outstanding invoices.

• Detect and escalate any discrepancies related to invoices, payments, documentation, or allocations.

• Verify, record, report, follow up, and escalate issues without authorizing payments or invoices or making operational decisions.

⛳️ Requirements

• Must be based in the Philippines.

• Experience in fleet administration, construction administration, accounts administration, data entry, or a similar role is required.

• Exceptional attention to detail and accuracy across various systems and records.

• Strong skills in Excel and data reconciliation.

• Excellent written and verbal communication skills in English.

• Strong organizational and follow-up abilities.

• Capability to identify discrepancies and escalate issues as needed.

• Comfortable working independently within established processes.

• Ability to handle confidential and commercially sensitive business information.

• Reliable remote work setup with robust internet connectivity.

• Experience in fleet, construction, civil, plant, equipment, or asset administration is highly valued.

• Familiarity with Procore, Fuellox, fleet card systems, Xero, ERP, or asset management systems is highly regarded.

• Experience reviewing pre-starts, progress claims, supplier invoices, or project documentation is highly regarded.

• Previous experience supporting Australian businesses is highly regarded.

• Strong Excel or spreadsheet reporting capabilities are highly regarded.

🏝️ Benefits

• 100% remote work from home.

• Flexible time management as an independent contractor while aligning with Australian business hours.

• Detailed process documents and flowcharts provided.

• Long-term opportunity.