Admin Officer (Fleet)

Elev8 Holdings, Inc.; Makati; On-site; PHP 320,000 - 420,000; Full time

Benefits offered by this job

Health Insurance

Life Insurance

Government-mandated Benefits

Anytime Fitness Membership

12 Vacation Leave & 12 Sick Leave

Employee Discount

Company Event

Job summary

Elev8 Holdings, Inc. is seeking an Admin Officer (Fleet) in Makati to manage day-to-day fleet operations, dispatch, maintenance, and regulatory compliance. You will coordinate drivers, track fuel usage, and maintain records to ensure safe, reliable, and cost-efficient fleet services.

The role requires a logistics/transport management background and 2–3 years of relevant experience, with strong MS Office and GPS system familiarity. Travel for field inspections may be necessary.

Qualifications

• Bachelor’s degree in Logistics, Transportation Management, Engineering, Business Administration, or a related field
• 2–3 years of fleet/transport/logistics experience preferred
• Knowledge of fleet operations, dispatch, maintenance, and fuel monitoring
• Familiarity with Fleet Card administration and fuel reconciliation
• Vehicle registration, insurance, emissions and regulatory knowledge
• Proficient with MS Office and GPS tools
• Strong attention to detail and communication skills
• Willingness to travel for field inspections and urgent fleet needs

Responsibilities

• Coordinate daily vehicle dispatch, driver assignments, routes, and schedules
• Monitor vehicle availability, utilization, mileage, and trip statuses
• Schedule preventive and corrective maintenance, repairs, and inspections
• Coordinate with mechanics and service providers; validate services and documents
• Ensure timely vehicle registration, insurance, emissions, permits
• Administer Fleet Cards and reconcile fuel transactions
• Monitor fuel receipts, odometer readings, and GPS data
• Identify irregularities in fuel use and transactions and escalate
• Maintain accurate fleet records and prepare periodic reports
• Support audits and implement corrective actions
• Suggest improvements for fleet costs, safety, and operations

Skills

MS Office

Fleet operations

Vehicle dispatch

Fuel monitoring

Data reconciliation

Communication

Travel readiness

Education

Bachelor’s degree in Logistics/Transportation

Related field understanding

Tools

GPS monitoring systems

Job description

The Admin Officer (Fleet) administers the company’s day-to-day fleet operations, including vehicle dispatch, utilization, maintenance, registration, insurance, Fleet Card administration, fuel monitoring, and transportation records. The role validates and reconciles fuel transactions, monitors vehicle condition and operating costs, coordinates drivers and service providers, and promptly reports policy exceptions, irregularities, and operational concerns to the Admin Manager to ensure safe, compliant, reliable, and cost-efficient fleet services.

Key Responsibilities:

• Coordinate daily vehicle dispatch, trip requirements, driver assignments, routes, and schedules.

• Monitor vehicle availability, utilization, mileage, location, trip tickets, and return status.

• Schedule and monitor preventive and corrective maintenance, repairs, inspections, and vehicle cleaning.

• Coordinate with mechanics, accredited service providers, and suppliers, and validate completed services and documents.

• Ensure timely vehicle registration, insurance, emission testing, permits, and other regulatory requirements.

• Administer Fleet Cards, including issuance, assignment, monitoring, and reconciliation.

• Monitor and validate fuel transactions, receipts, trip tickets, odometer readings, and GPS/route records.

• Identify unusual fuel consumption, unauthorized transactions, limit breaches, and other irregularities, and elevate concerns accordingly.

• Maintain accurate vehicle, driver, maintenance, fuel, registration, insurance, incident, and vendor records.

• Prepare weekly and monthly reports covering fuel consumption, vehicle utilization, maintenance, downtime, accidents, violations, and fleet expenses.

• Monitor fleet operating costs against approved budgets and report significant variances.

• Coordinate with drivers, mechanics, employees, departments, and external service providers to meet transportation requirements.

• Check driver licenses, attendance, trip compliance, vehicle care, safety practices, and required documentation.

• Support audits, investigations, and approved corrective and preventive actions.

• Recommend practical improvements related to fleet costs, safety, service quality, and operational processes.

Qualifications

• Bachelor’s degree in Logistics, Transportation Management, Engineering, Business Administration, or a related field.

• At least 2–3 years of relevant experience in fleet, transport, logistics, or vehicle administration.

• Knowledge of fleet operations, vehicle dispatch, utilization, maintenance, and fuel monitoring.

• Familiarity with Fleet Card administration, fuel reconciliation, and identifying transaction irregularities.

• Knowledge of vehicle registration, insurance, emission, safety, and transport regulations.

• Proficient in MS Office applications and preferably familiar with fleet or GPS monitoring systems.

• Strong attention to detail, organization, analytical thinking, and problem-solving skills.

• Excellent communication and coordination skills with a strong service-oriented approach.

• Demonstrates integrity, accountability, confidentiality, and ownership.

• Valid driver’s license and practical knowledge of vehicle operation are preferred.

• Willing to travel, conduct field inspections, and respond to urgent fleet requirements when needed.

Perks and Benefits:

• Health Insurance

• Life Insurance

• Government-mandated Benefits

• Anytime Fitness Membership

• 12 Vacation Leave & 12 Sick Leave

• Employee Discount

• Company Event