Remote Fleet & Facilities Administrator

RunRemote; Makati; Remote; PHP 871,000 - 1,065,000; Full time

Job summary

RunRemote is seeking a Vehicle & Facilities Administrator for a 100% remote role supporting an Australian security solutions provider. You will manage a 50+ vehicle fleet, oversee facilities requests, and handle customer calls while coordinating with service centres and contractors.

The role requires strong organisation, 5+ years in relevant experience, and proficiency in Microsoft 365 (Excel/Outlook). Remote work from Philippines; AU time alignment applies.

Qualifications

• At least 5 years of experience in administration, fleet management, facilities coordination or customer service.
• Strong organisational and time management skills with attention to detail.
• Excellent communication and relationship-building abilities; capable of working independently and with cross-functional teams.

Responsibilities

• Manage day-to-day coordination of a fleet of 50+ vehicles; main contact for breakdowns, accidents, damage, fines, tolls and fuel cards.
• Schedule and track vehicle servicing, repairs, tyre replacements and inspections to keep fleets safe and available.
• Coordinate bookings with service centres and repairers, including pick-ups, drop-offs and loan vehicles.
• Maintain fleet records: allocations, odometer readings, service history, registrations, insurance and compliance docs.
• Monitor renewals, insurance, roadworthy requirements and deadlines; action on time.
• Manage accident and damage claims, traffic infringements, toll notices and driver nominations.
• Coordinate vehicle onboarding, changes, disposals, fit-outs, signage and handover checks.
• Log and prioritise facilities maintenance requests with contractors.
• Maintain tool and equipment registers; track allocations, testing, tagging, calibration, repairs, replacements.
• Support workplace health and safety by reporting hazards and maintaining facility records.
• Handle inbound customer calls 10:00–14:00, respond professionally and direct callers.
• Follow up on customer messages and inquiries the same day.
• Maintain records across fleet, facilities, tools and customer databases; upload documents and update details.
• Review supplier invoices against bookings and quotes before approval.
• Prepare reports on fleet costs, servicing schedules, vehicle downtime and other operations.
• Collaborate with technical staff to identify recurring issues and suggest improvements.
• Build strong relationships with suppliers and service providers to ensure timely service.

Skills

Fleet management

Facilities coordination

Customer service

Administration

Microsoft 365

Excel

Outlook

Organization skills

Time management

Communication

Problem solving

Independent working

Tools

CRM

Job description

RunRemote is seeking a Vehicle & Facilities Administrator for a 100% remote role supporting an Australian security solutions provider. You will manage a 50+ vehicle fleet, oversee facilities requests, and handle customer calls while coordinating with service centres and contractors.

The role requires strong organisation, 5+ years in relevant experience, and proficiency in Microsoft 365 (Excel/Outlook). Remote work from Philippines; AU time alignment applies.