Fleet Administration Assistant

Profitmaster Global Outsourcing; Angeles; On-site; PHP 200,880 - 357,120; Full time

Job summary

Profitmaster Global Outsourcing is seeking a Fleet Administration Assistant to support our logistics operations in the Angeles area. You will handle fleet documentation, data entry, invoicing support, and schedule maintenance tasks to keep vehicle records accurate.

The role requires meticulous data handling, strong organization, and the ability to work independently while coordinating with a wider operations team. Microsoft Excel and Word experience is preferred.

Qualifications

• Experience in Administration, Data Entry, Scheduling, or Service Coordination.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Ability to follow processes, checklists, and documented procedures.
• Professional and confidential handling of information.

Responsibilities

• Prepare and process fleet job cards and maintenance documentation.
• Enter invoices, supplier records, credit notes, and service-related information into company systems.
• Maintain accurate fleet maintenance records, service histories, and administrative documentation.
• Update spreadsheets, registers, tracking tools, and fleet databases.
• Support ongoing administrative projects and backlog management.
• Assist in creating and updating vehicle service schedules.
• Update odometer readings and service interval information.
• Prepare service schedule reports and maintenance tracking information.
• Identify missing or inaccurate data and elevate issues when required.
• Ensure fleet records remain accurate, organized, and audit-ready.
• Assist with the preparation of work summaries and supporting documentation for invoicing.
• Verify completeness of job cards, labour records, parts usage, and supporting documents.
• Support timely processing of approved work to minimize invoicing delays.
• Maintain organized digital records and filing systems.

Skills

Administration

Data Entry

Scheduling

Service Coordination

Attention to detail

Time management

Independent work

Confidential handling

Tools

Microsoft Excel

Microsoft Word

Google Workspace

Xero

Workshop management software

Job description

About the job Fleet Administration Assistant

Key Responsibilities

Fleet Administration Support

• Prepare and process fleet job cards and maintenance documentation.
• Enter invoices, supplier records, credit notes, and service-related information into company systems.
• Maintain accurate fleet maintenance records, service histories, and administrative documentation.
• Update spreadsheets, registers, tracking tools, and fleet databases.
• Support ongoing administrative projects and backlog management.

Service Scheduling & Data Management

• Assist in creating and updating vehicle service schedules.
• Update odometer readings and service interval information.
• Prepare service schedule reports and maintenance tracking information.
• Identify missing or inaccurate data and elevate issues when required.
• Ensure fleet records remain accurate, organized, and audit‑ready.

Maintenance & Documentation Coordination

• Process vehicle maintenance requests and defective vehicle reports.
• Prepare repair and service documentation for operational teams.
• Track outstanding documentation and follow up on incomplete records.
• Support preparation of information required for vehicle servicing and repairs.

Invoicing & Reporting Support

• Assist with the preparation of work summaries and supporting documentation for invoicing.
• Verify completeness of job cards, labour records, parts usage, and supporting documents.
• Support timely processing of approved work to minimize invoicing delays.
• Maintain organized digital records and filing systems.

Qualifications:

• Previous experience in Administration, Data Entry, Scheduling, Service Coordination, or a similar support role.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time‑management skills.
• Ability to follow processes, checklists, and documented procedures.
• Ability to work independently while supporting a wider operational team.
• Professional and confidential approach when handling company and client information.

Preferred Qualifications:

• Experience in automotive, fleet, transport, logistics, mechanical, or service‑based industries.
• Experience using Microsoft Excel, Microsoft Word, Google Workspace, Xero, workshop management software, or similar systems.
• Experience supporting maintenance scheduling, service coordination, or operational administration functions.