Transport & Fleet Scheduling Coordinator (Australian Client/Day Shift)

Brainbox; Angeles; On-site; PHP 279,000 - 424,000; Full time

Benefits offered by this job

HMO on day 1

37.5h week with weekends off

Paid time off

Travel opportunities

Job summary

Brainbox is looking for a Transport & Fleet Scheduling Coordinator to provide day-to-day admin and scheduling support for an Australian transport operation. You will work one-on-one with a Transport Manager, handling schedules, maintenance records, and client portals with accuracy and discretion.

The role requires navigating Bustle, Assignar, and Microsoft 365 across multiple systems, ensuring timely submissions and compliant documentation.

Qualifications

• Two to four years in administration, scheduling, logistics or a similar coordination role.

Responsibilities

• Transfer daily transport schedules into Bustle and maintain changes.
• Monitor maintenance records and identify servicing requirements.
• Coordinate maintenance bookings with suppliers.
• Record completed maintenance and servicing information.
• Maintain transport and compliance records in SharePoint and Assignar.
• Upload required documents into client portals.
• Process transport dockets and assist invoicing.
• Maintain electronic filing and document control.
• Assist with route surveys and submissions after training.
• Provide general administrative, email and phone support to the Transport Manager.
• Escalate missing or conflicting information promptly.

Skills

Administration

Scheduling

Logistics

Coordination

Tools

Bustle

Assignar

Microsoft 365

SharePoint

Job description

About Brainbox

Brainbox is different from every other BPO. It’s not just the amazing culture, strong brand, loyal customers, and talented staff - it is deeper than that. The Brainbox core value of ‘Always Be Kind’ is embedded in every policy, decision, and every day. We develop our people, and the Philippines management team is all Filipinos. Everything we do aims to provide people with a work culture that helps them improve every single day. From unlimited training to HMO benefits from day 1, we want our people to love what they do and become the best versions of themselves.

About the Role

The Transport & Fleet Scheduling Coordinator provides day-to-day administrative and scheduling support to a Transport Manager at an Australian transport and heavy haulage operation. Our client runs its own fleet with in-house maintenance scheduling, client portal reporting, and route survey obligations, and needs someone who can absorb the administrative load without generating extra supervision work.

This is a one-to-one working relationship, not a team environment. You’ll work from short, frequent, practical instructions rather than structured task lists, so the role suits someone who works accurately across several systems at once and handles time-sensitive administrative tasks consistently, without needing to be chased.

Key Duties

• Transfer daily transport schedules into Bustle from the operational scheduling information provided, and maintain them as changes are advised
• Monitor equipment and vehicle maintenance records and identify upcoming servicing requirements
• Coordinate maintenance bookings with suppliers
• Record completed maintenance and servicing information
• Maintain transport and compliance records in SharePoint and Assignar
• Upload required documents and information into client portals
• Process transport dockets and provide completed documentation to accounting for invoicing
• Maintain electronic filing and document control
• Assist with route surveys and associated submissions, once trained
• Provide general administrative, email and phone support to the Transport Manager
• Escalate missing, unclear or conflicting information promptly

Essential

• Two to four years in administration, scheduling, logistics, transport or a similar coordination role, ideally with an Australian-based company
• Demonstrated accuracy in data entry and record keeping across more than one system
• Confident spoken and written English, sufficient to call an Australian supplier and follow up
• Works comfortably across several systems and databases at once
• Able to follow a documented process and keep records to it without reminders
• Available for AWST day shift

Preferred

• Prior experience with Assignar or a similar workforce/compliance platform
• Experience with client portal uploads or submissions
• Exposure to Australian heavy vehicle compliance or maintenance documentation

Tools and Systems

Bustle, Assignar, Microsoft 365 (Outlook, Excel), SharePoint, and client portals

• Attractive and competitive salary
• Tenure-based and Performance-based incentives
• Paid time off
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.