Admin Assistant - Davao

Filinvest Development Corporation; Davao City; On-site; PHP 180,000 - 260,000; Full time

Job summary

A leading corporation managing transportation services is seeking a professional to coordinate and manage their vehicle transportation services. Responsibilities include preparing daily vehicle trip schedules, coordinating with service providers, ensuring compliance with policies, and overseeing fleet maintenance. The ideal candidate is detail-oriented and capable of managing communication with various stakeholders to ensure efficient operation of vehicle services in Davao City.

Qualifications

• Experience coordinating transportation operations.
• Familiarity with vehicle fleet management.
• Knowledge of trip scheduling and invoicing processes.

Responsibilities

• Prepare and generate daily trip request schedules.
• Coordinate with rental vehicle providers.
• Validate trip requests and confirm bookings.
• Document vehicle repair requests.
• Monitor adherence to the Company Vehicle Utilization Policy.
• Coordinate employee trips for official business.
• Monitor driver attendance and compliance.
• Document vehicle repair requests and coordinate with mechanics.
• Process repair quotations through E-Procurement.
• Monitor ongoing repairs and identify causes.
• Record repair expenses and generate quarterly maintenance reports.
• Process vehicle registration, renewal, and insurance claims.
• Monitor adherence to Vehicle Utilization Policy.
• Issue Asset Memorandum Receipts and manage new vehicle allocations.
• Oversee GPS monitoring and reporting.
• Coordinate employee trips for official business and process TNVS bookings.
• Prepare correspondences and reports related to transportation.
• Perform additional tasks as assigned by management.

Skills

Trip scheduling

Vendor coordination

SAP knowledge

Fleet management

GPS monitoring

Tools

SAP

Job description

Job Summary

Responsible for coordinating and managing the company's transportation services, including vehicle trip scheduling, maintenance, and compliance with company policies. Ensures efficient operation of vehicle fleet, effective communication with service providers, and adherence to safety and administrative procedures.

Responsibilities

Daily Vehicle Trip Management

• Prepare and generate daily trip request schedules, including trip requests and vehicle assignments.
• Coordinate with rental vehicle providers to fulfill additional daily rental requirements.
• Prepare and print trip tickets and the following day's trip schedule with assigned vehicles.
• Validate trip requests and confirm bookings in SAP system.
• Prepare billing statements summary and invoicing for client companies.
• Review supporting documents such as trip tickets and vehicle itineraries, allocate costs to appropriate cost centers, and prepare account charges.
• Monitor and verify driver attendance and compliance.

Fleet Maintenance and Repair

• Document vehicle repair requests and coordinate with accredited mechanics to obtain quotations.
• Process repair quotations through the E-Procurement system.
• Monitor ongoing repairs, identify breakdown causes, and ensure proper repair procedures are followed.
• Record repair expenses in the Vehicle Maintenance System and generate quarterly maintenance reports.
• Process registration, renewal, and insurance claims for company vehicles.

Policy Compliance and Asset Management

• Monitor adherence to the Company Vehicle Utilization Policy.
• Facilitate the issuance of Assets Memorandum Receipts, assigning accountability for vehicles and managing new vehicle allocations.
• Oversee GPS monitoring to prevent unauthorized use and generate reports for management review.

Transport Service Coordination

• Coordinate employee trips for official business, ensuring timely and efficient transportation services.
• Process booking requests for TNVS and other transport services as required.
• Prepare official correspondences, memos, and reports related to transportation activities.
• Perform additional tasks as assigned by management.