Fleet Admin

Pivot Link Logistics; Marilao; In loco; PHP 201.000 - 290.000; Tempo pieno

Descrizione del lavoro

Pivot Link Logistics seeks a Fleet Admin to manage and document vehicle records, ensure regulatory compliance, and support maintenance, fueling, and readiness of our fleet in the Philippines.

You will maintain accurate records, monitor registrations and insurance, coordinate with Finance and service providers, and verify readiness before deployment. A careful, detail‑oriented approach and proficiency with Microsoft Office help keep our fleet compliant and operating efficiently.

Competenze

• Experience in fleet administration or vehicle coordination.
• Strong record-keeping and document monitoring skills.
• Ability to track registrations, permits, insurance, and maintenance schedules.
• Proficiency with Microsoft Office or similar tools.
• Good coordination with internal teams and external partners.

Mansioni

• Maintain accurate and up-to-date records for all assigned vehicles.
• Update fleet information in the designated company system.
• Monitor expiration dates for registrations, insurance, and permits.
• Coordinate renewals with Finance, Vehicle Management, Leasing, and providers.
• Verify vehicles are compliant before deployment.
• Monitor preventive maintenance schedules and coordinate repairs.
• Follow up on breakdowns, repairs, and maintenance expenses.
• Ensure vehicles return to service after repairs and checks.
• Monitor fuel consumption and validate fuel transactions.
• Investigate abnormal fuel usage and coordinate reconciliations.
• Maintain odometer and fuel records.
• Conduct daily vehicle readiness checks before dispatch.
• Ensure vehicles are roadworthy with required markings.
• Monitor safety basics such as tires, lights, brakes.
• Document abnormalities and ensure corrective action.

Conoscenze

Fleet administration

Record-keeping

Coordination

Attention to detail

MS Office

Strumenti

Microsoft Office

Descrizione del lavoro

Join the fleet operations team as a Fleet Admin, supporting the accurate documentation, compliance, maintenance, fuel monitoring, and operational readiness of assigned vehicles. This role helps ensure every vehicle is legally compliant, safe, properly maintained, and ready for deployment.

Key responsibilities

• Maintain accurate and up-to-date records for all assigned vehicles, including plate numbers, vehicle types, truck sizes, OR/CR, registration, insurance, RFID, fuel information, odometer readings, maintenance history, leasing documents, and driver assignments.

• Update fleet information in the designated company system or monitoring file.

• Monitor expiration dates for vehicle registrations, insurance, permits, and other required documents.

• Coordinate with Finance, Vehicle Management, Leasing, and external providers to ensure timely renewals.

• Verify that vehicles are legally and operationally compliant before deployment.

• Monitor preventive maintenance schedules and coordinate repair requirements with approved service providers.

• Follow up on vehicle breakdowns, repair progress, parts replacement, maintenance expenses, and service completion.

• Ensure vehicles return to service only after required repairs and safety checks are completed.

• Monitor fuel consumption and validate fuel transactions against assigned vehicles, routes, and mileage.

• Investigate abnormal fuel consumption, elevate discrepancies, and coordinate fuel-related reconciliation with Finance and Fleet Management.

• Maintain accurate odometer and fuel records.

• Conduct or coordinate daily vehicle readiness checks before dispatch.

• Ensure vehicles are clean, roadworthy, properly equipped, and compliant with required markings and signage.

• Monitor basic safety requirements, including tires, lights, brakes, mirrors, and emergency equipment.

• Document reported vehicle abnormalities and ensure appropriate corrective action is taken.

What we're looking for

• Experience in fleet administration, vehicle coordination, logistics, transport operations, or a related role.

• Strong record-keeping and document monitoring skills.

• Ability to track registrations, permits, insurance, maintenance schedules, and other compliance requirements accurately.

• Good coordination and follow-up skills when working with internal teams, service providers, and external partners.

• Basic understanding of vehicle maintenance, safety checks, fuel monitoring, and operational readiness.

• Proficiency in Microsoft Office or similar tools for maintaining monitoring files and reports.

• Strong attention to detail, organisation, and ability to manage multiple vehicle records and deadlines.