Admin Assistant - Davao

Filinvest Business Services Corporation; Davao City; On-site; PHP 335,000 - 469,000; Full time

Job summary

Filinvest Business Services Corporation is seeking a Transportation Coordinator to oversee the company''s transportation services, including trip scheduling, fleet maintenance, and policy compliance, ensuring efficient operations and safety.

You will coordinate with rental providers, validate requests in SAP, process billing, and maintain records, with emphasis on timely employee trips and asset management.

Qualifications

• Duties include coordinating daily vehicle trips and fleet usage.
• Experience coordinating transportation services and liaising with service providers.
• Ability to process bookings and billing related to transportation.

Responsibilities

• Prepare and generate daily trip request schedules with vehicle assignments.
• Coordinate with rental vehicle providers for additional daily rentals.
• Prepare and print trip tickets and the following day's schedule with vehicles.
• Validate trip requests and confirm SAP bookings.
• Prepare billing statements and client invoicing summaries.
• Review documents, allocate costs, and prepare account charges.
• Monitor driver attendance and compliance.
• Document vehicle repairs, obtain quotations, and process through E-Procurement.
• Monitor repairs, record expenses, and generate maintenance reports.
• Process vehicle registrations, renewals, and insurance claims.
• Ensure adherence to Vehicle Utilization Policy and asset management procedures.
• Oversee GPS monitoring and generate management reports.
• Coordinate employee trips for official business and process TNVS bookings.
• Prepare correspondences and reports related to transportation activities.
• Perform additional management-assigned tasks.

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.

Duties and 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.