Fleet Management Officer

INGCO PH Traders Inc.; Caloocan; On-site; PHP 300,000 - 520,000; Full time

Benefits offered by this job

Health Insurance

Life Insurance

HMO

Job summary

INGCO PH Traders Inc. in Caloocan seeks an Onsite Fleet Maintenance Administrator to oversee administrative coordination of vehicle maintenance, repair scheduling, and service processing.

You will manage work orders, documentation, and coordination with drivers and repair facilities. The role requires a Bachelor's degree in a related field and at least 3 years in fleet operations or maintenance coordination; proficiency with ERP/fleet software and MS Office is preferred, along with strong

Qualifications

• Bachelor's degree in a related field.
• Minimum of 3 years in fleet operations or maintenance coordination.
• Experience with preventive maintenance, work orders, and service documentation.
• Coordinate with repair facilities and vendors for quotes and scheduling.
• Proficient in MS Office and ERP/fleet software.
• Strong organizational, record-keeping and communication skills.

Responsibilities

• Oversee administrative coordination of vehicle maintenance and service scheduling from initiation to completion.
• Review maintenance requests for complete documentation before processing.
• Coordinate with drivers and departments to clarify repair concerns and updates.
• Arrange preventive maintenance schedules and inspections.
• Prepare work orders, documentation, and approvals for service processing.
• Liaise with repair shops, suppliers, and partners regarding quotations and progress.
• Monitor maintenance status and ensure timely completion within SLAs.
• Maintain records of maintenance history, costs, and fleet documentation.
• Generate recurring operational reports on maintenance activities and fleet status.
• Evaluate vendor responsiveness and service quality for continuous improvement.

Skills

Fleet ops

Maintenance coord

Service scheduling

Vendor coord

Admin skills

MS Office

Excel

Outlook

ERP systems

Record keeping

Education

Bachelor's Degree in Business Administration, Logistics, Supply Chain Management, Mechanical Engineering, Automotive Technology, Industrial Engineering, or a closely related program

Tools

ERP platforms

Fleet software

Maintenance software

MS Office

Excel

Job description

On-site - Caloocan 3-5 Yrs Exp Bachelor Full-time

Job Description

Government Mandated Benefits

Insurance Health & Wellness

Health Insurance, Life Insurance, HMO

Work Location: 130-A 6th St., 7th Ave., East Grace Park, Caloocan City

Work Arrangement: Full-Time | Onsite

Skills & Qualifications

• Bachelor's Degree in Business Administration, Logistics, Supply Chain Management, Mechanical Engineering, Automotive Technology, Industrial Engineering, or a closely related program
• Minimum of three (3) years of professional experience in fleet operations, transport administration, vehicle maintenance coordination, or similar functions
• Solid understanding of preventive maintenance programs, repair scheduling, and vehicle service administration
• Experienced in coordinating the complete maintenance workflow, from service request submission through repair completion and documentation
• Knowledgeable in preparing maintenance requests, service authorizations, work orders, quotations, and related operational records
• Familiar with working alongside repair facilities, dealerships, accredited vendors, and external maintenance providers
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook
• Experience using ERP platforms, fleet monitoring applications, or maintenance management software is highly preferred
• Strong administrative, organizational, and record-management capabilities
• Excellent coordination and communication skills with the ability to collaborate across multiple departments and external partners
• Highly organized with strong attention to detail and effective follow-up skills
• Analytical and capable of monitoring repair progress, maintenance costs, and vendor performance
• Able to manage multiple service requests while maintaining accuracy and meeting operational deadlines
• Demonstrates integrity, accountability, and professionalism when handling company fleet records
• Willing to report onsite at 130-A 6th St., 7th Ave., East Grace Park, Caloocan City

Job Description

• Oversee the administrative coordination of company vehicle maintenance, repair activities, and service scheduling from initiation through completion
• Review and validate vehicle maintenance requests to ensure complete documentation before processing
• Coordinate with drivers and requesting departments to clarify repair concerns and communicate service updates
• Arrange preventive maintenance schedules, vehicle inspections, emergency repairs, and other fleet-related activities
• Prepare work orders, maintenance documentation, approval forms, and supporting records required for service processing
• Liaise with accredited repair shops, suppliers, dealerships, and maintenance partners regarding quotations, parts availability, repair progress, and completion timelines
• Monitor the status of all ongoing maintenance activities and ensure repairs are completed within agreed turnaround times
• Maintain comprehensive records of maintenance history, service schedules, repair expenses, and fleet documentation
• Generate recurring operational reports covering maintenance activities, vehicle status, service accomplishments, and outstanding requests
• Evaluate vendor responsiveness, repair quality, and service performance to support continuous improvement initiatives
• Ensure fleet maintenance activities comply with company standards, safety requirements, and established operating procedures
• Recommend improvements to maintenance coordination processes, fleet utilization, and administrative workflows
• Carry out additional fleet administration and operational support responsibilities assigned by management