Transportation and Logistics Staff

Yamaha Motor Philippines; Mandaluyong; On-site; PHP 279,000 - 391,000; Full time

Job summary

Yamaha Motor Philippines is seeking a General Affairs staff to manage company vehicles and drivers, supporting Sales and Marketing travel needs in Mandaluyong. You will organize shuttle services, coordinate travel for employees and visitors, and maintain IMS records and documentation.

Key duties include sourcing vehicle rental suppliers, processing travel requests and purchase orders, monitoring vehicle maintenance, and ensuring compliance with company standards.

Qualifications

• Bachelor’s degree required in office administration, business, or related discipline.
• 0-2 years of experience in General Affairs, administrative support, fleet management or travel coordination.
• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Strong organizational skills and ability to manage multiple tasks effectively.
• Knowledge of transportation services, travel administration, vendor coordination, and document management is an advantage.
• Must possess a valid driver's license.
• Willing to work at Greenfield District, Mandaluyong City.

Responsibilities

• Manage company vehicles and drivers to support travel needs of Sales and Marketing offices.
• Organize shuttle services and coordinate travel arrangements for employees and visitors.
• Maintain IMS documentation and ensure records are current and compliant.
• Process travel requests and prepare purchase requests and orders.
• Source and accrediting vehicle rental suppliers; monitor supplier performance and billing statements.
• Coordinate transportation for events and provide driver briefings; ensure compliance with transportation standards.

Skills

Organizational skills

Multitasking

Vendor coordination

Travel coordination

Documentation management

Education

Bachelor’s Degree in Office Administration or related field

Tools

MS Office (Word, Excel, PowerPoint)

Job description

The General Affairs staff manages company vehicles and drivers to support the travel needs of YMPH Sales and Marketing office. Their responsibilities include organizing shuttle services, overseeing vehicle supplier compliance, coordinating travel arrangements for both employees and visitors, and maintaining accurate records and documentation. Furthermore, the GA Staff plays a key role in processing travel requests, preparing purchase requests, and updating the Integrated Management System (IMS) documentation, ensuring that all records are current, organized, and aligned with company standards and compliance requirements.

Job-Specific Responsibilities

Sourcing and Vendor Management

• Source and accredit vehicle rental suppliers; conduct office and site visits for assessment.

• Expedite accreditation by reviewing documents, performing background checks, facilitating contracts, and coordinating with Accounting for vendor enrollment.

• Monitor supplier performance and evaluate service quality and productivity.

Shuttle and Company Car Services

• Develop and maintain shuttle schedules.

• Arrange company car and driver assignments based on approved travel requests, prioritizing urgent business needs.

• Track transportation requests and coordinate vehicle allocations.

• Communicate travel arrangements to requesting sections and passengers.

• Distribute travel requests to drivers and provide reminders.

• Monitor vehicle usage and preventive maintenance.

• Prepare purchase requests and orders for maintenance.

• Verify billing statements from suppliers.

• Assign routes and conduct briefings for agency drivers.

• Ensure compliance with company transportation standards.

• Coordinate transportation support during company events and provide allowances when necessary.

• Respond promptly to employee transportation concerns.

• Review service feedback and recommend process improvements.

Integrated Management System (IMS)

• Ensure IMS documents are securely stored and protected from damage or loss.

• Maintain confidentiality and restrict access to authorized personnel.

• Monitor document revision status and retention.

• Manage reproduction, release, and borrowing of IMS documents to maintain a controlled flow.

Process and Claims

• Prepare and process payment requests for vehicle rentals, allocating costs to the correct department.

Others

• Provide assistance in the absence of team members involved in plane ticket issuance, hotel bookings, and LOA issuance.

• Perform other related tasks as assigned by the immediate superior to support departmental goals and operations.

QUALIFICATIONS

• Bachelor’s Degree in Office Administration, Business Administration, Hospitality Management, or any related discipline.

• Preferably with 0-2 years of experience in General Affairs, Administrative Support, Fleet Management, Travel Coordination, or a related field.

• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.

• Demonstrates strong organizational skills and the ability to manage multiple tasks effectively.

• Knowledge of transportation services, travel administration, vendor coordination, and document management is an advantage.

• Must possess a valid driver's license.

• Willing to work and be assigned at Greenfield District, Mandaluyong City.