Fleet Management Admin Clerk

Mega City Builder Sdn Bhd; West Coast Division; On-site; MYR 28,000 - 39,000; Full time

Job summary

Mega City Builder Sdn Bhd is seeking a proactive Fleet Administrative Assistant in Sabah to support vehicle and heavy machinery administration. You will maintain records, coordinate maintenance, manage fuel and mileage data, and ensure documentation and compliance across the fleet.

Your role involves preparing fleet reports, liaising with drivers, workshops, suppliers and insurance providers, and keeping orderly filing of fleet records. A diploma or certificate in a related field is preferred.

Qualifications

• Minimum SPM / Certificate / Diploma in Administration, Business Administration, Logistics or a related field.
• 1–2 years of administrative or fleet-related experience is preferred.
• Good knowledge of Microsoft Excel and Word.
• Good record-keeping and documentation skills.
• Able to communicate and coordinate with drivers, workshops and different departments.
• Able to work independently and follow up on pending matters.
• Experience in construction company fleet/heavy machinery administration will be an advantage.

Responsibilities

• Maintain updated records for all company vehicles, lorries, machinery and equipment.
• Maintain records of vehicle registration, insurance, road tax, inspection and permits.
• Keep proper records of vehicle ownership and assigned users/drivers.
• Monitor vehicle and machinery servicing and maintenance schedules.
• Arrange servicing, repairs and inspections with workshops or service providers.
• Maintain records of repair costs, spare parts and maintenance history.
• Follow up on outstanding repair and maintenance matters.
• Maintain fuel consumption and mileage records.
• Check fuel claims, fuel cards and supporting documents.
• Prepare periodic fuel consumption reports for management review.
• Ensure fleet documents are valid and renewed before expiry.
• Monitor insurance, road tax, PUSPAKOM/inspection and other relevant permits.
• Maintain proper filing of vehicle-related documents, invoices and receipts.
• Prepare fleet reports, schedules and vehicle status updates.
• Assist in recording vehicle allocation, movement and usage.
• Coordinate with drivers, site personnel, workshops, suppliers and insurance companies.
• Assist with vehicle accident/incident documentation and follow-up.
• Perform other administrative duties related to fleet management as assigned by management.

Skills

Microsoft Excel

Microsoft Word

Education

SPM / Certificate / Diploma in Administration, Business Administration, Logistics or related field

Job description

To provide administrative support for the company’s vehicles and heavy machinery, including vehicle records, maintenance, insurance, road tax, fuel, and related documentation.

Key Responsibilities

Fleet Records

Maintain updated records for all company vehicles, lorries, machinery and equipment.

Maintain records of vehicle registration, insurance, road tax, inspection and permits.

Keep proper records of vehicle ownership and assigned users/drivers.

Maintenance & Repair

Monitor vehicle and machinery servicing and maintenance schedules.

Arrange servicing, repairs and inspections with workshops or service providers.

Maintain records of repair costs, spare parts and maintenance history.

Follow up on outstanding repair and maintenance matters.

Fuel & Mileage

Maintain fuel consumption and mileage records.

Check fuel claims, fuel cards and supporting documents.

Prepare periodic fuel consumption reports for management review.

Documentation & Compliance

Ensure fleet documents are valid and renewed before expiry.

Monitor insurance, road tax, PUSPAKOM/inspection and other relevant permits.

Maintain proper filing of vehicle-related documents, invoices and receipts.

Administrative Support

Prepare fleet reports, schedules and vehicle status updates.

Assist in recording vehicle allocation, movement and usage.

Coordinate with drivers, site personnel, workshops, suppliers and insurance companies.

Assist with vehicle accident/incident documentation and follow-up.

Other Duties

Assist the Fleet Manager in monitoring fleet operating costs.

Maintain an organised filing system for fleet records.

Perform other administrative duties related to fleet management as assigned by management.

Requirements

Minimum SPM / Certificate / Diploma in Administration, Business Administration, Logistics or a related field.

1–2 years of administrative or fleet-related experience is preferred.

Good knowledge of Microsoft Excel and Word.

Good record-keeping and documentation skills.

Able to communicate and coordinate with drivers, workshops and different departments.

Able to work independently and follow up on pending matters.

Experience in construction company fleet/heavy machinery administration will be an advantage.