Vehicle and Facilities Administrator

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

📋 Description

• Oversee the daily operations of a fleet comprising more than 50 vehicles, serving as the primary contact for breakdowns, accidents, damages, fines, tolls, and fuel cards.

• Schedule and monitor vehicle servicing, repairs, tire replacements, and inspections.

• Coordinate appointments with service centers and repair shops, including vehicle pickups, drop-offs, and arrangements for loan vehicles.

• Ensure the maintenance of precise fleet records, encompassing vehicle allocations, odometer readings, service history, registrations, insurance, and compliance documentation.

• Keep track of registration renewals, insurance policies, roadworthy requirements, and other compliance deadlines.

• Manage claims related to accidents and damages, traffic violations, toll notices, and driver nominations.

• Oversee the onboarding, changeovers, and disposals of vehicles, including fit-outs, signage, and handover checks.

• Log, prioritize, and follow up on facilities maintenance requests with contractors.

• Maintain registers for tools and equipment, tracking allocations, testing and tagging, calibration, repairs, replacements, and any damaged or missing equipment.

• Promote workplace health and safety by reporting hazards and keeping relevant facility records up to date.

• Handle incoming customer calls daily from 10:00 AM to 2:00 PM, documenting inquiries and directing callers appropriately.

• Follow up on customer messages and inquiries the same day they are received.

• Maintain records across fleet, facilities, tools, and customer databases.

• Review supplier invoices against bookings and quotes prior to submitting for approval.

• Prepare regular reports detailing fleet costs, servicing schedules, vehicle downtimes, outstanding issues, and other operational activities.

• Collaborate closely with technical staff coordinators to identify recurring issues and propose practical improvements.

• Foster relationships with suppliers, service centers, repairers, and contractors.

• Identify opportunities to enhance processes, reduce costs, and minimize disruptions to the technical team.

⛳️ Requirements

• Minimum of 5 years of experience in administration, fleet management, facilities coordination, or customer service.

• Confident and professional phone demeanor, with experience managing regular inbound customer calls.

• Strong organizational and time management abilities, capable of managing competing priorities and meeting crucial deadlines.

• High level of accuracy and attention to detail, especially when handling data entry, documentation, and administrative records.

• Intermediate proficiency with Microsoft 365, particularly Excel and Outlook.

• Excellent communication and relationship-building skills, with the confidence to interact with internal teams, suppliers, and external service providers.

• Proactive problem-solving approach, with the capability to follow through on tasks and ensure that issues are resolved.

• Comfortable working independently while collaborating with cross-functional teams.

• Familiarity with fleet management, job scheduling, CRM, or other operational management systems.

• Previous experience engaging with vehicle service centers, repairers, fleet providers, or facilities contractors.

• Basic understanding of vehicle registration, insurance, roadworthy requirements, and traffic infringement processes.

• Experience supporting a field-based technical, construction, or trade workforce.

• A commitment to continuous improvement, with the ability to identify recurring issues and suggest enhancements for efficiency.

🏝️ Benefits

• Excellent opportunities for career advancement.

• Chance to work in an outstanding environment.

• Fully remote work arrangement.