Vehicle & 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

Vehicle & Facilities Administrator, are you there?

Hey there! We're looking for a Vehicle & Facilities Administrator for an Australian security solutions provider. If you have experience in administration, fleet or facilities coordination, and customer service, and you're highly organised with the ability to manage multiple priorities while keeping operations running smoothly, keep reading!

100% Remote

Salary in AU$ 2,000/month

Philippines - Reporting to 9:00AM - 6:00PM AU Time

Full Time | Independent Contractor (Direct Hire)

About our client

Our client is one of Australia's leading providers of integrated security, locksmithing, electronic access control and security solutions. With more than 35 years of industry experience, they partner with government organisations, body corporates, commercial businesses, property managers and residential customers to deliver trusted security services across Australia.

Their team prides itself on delivering exceptional customer service, maintaining strong supplier relationships, and continuously improving their processes through technology and automation.

In your day-to-day, you will:

• Manage the day-to-day coordination of a fleet of 50+ vehicles, acting as the main point of contact for breakdowns, accidents, damage, fines, tolls and fuel cards.
• Schedule and track vehicle servicing, repairs, tyre replacements and inspections, ensuring vehicles remain safe, compliant and available for use.
• Coordinate bookings with service centres and repairers, including vehicle pick-ups, drop-offs and loan vehicle arrangements.
• Maintain accurate fleet records, including vehicle allocations, odometer readings, service history, registrations, insurance and compliance documentation.
• Monitor registration renewals, insurance policies, roadworthy requirements and other compliance deadlines, ensuring everything is actioned on time.
• Manage accident and damage claims, traffic infringements, toll notices and driver nominations.
• Coordinate vehicle onboarding, changeovers and disposals, including fit-outs, signage and handover checks.
• Log, prioritise and follow up on facilities maintenance requests with contractors.
• Maintain tool and equipment registers, tracking allocations, testing and tagging, calibration, repairs, replacements and damaged or missing equipment.
• Support workplace health and safety by reporting hazards and maintaining relevant facility records.
• Handle inbound customer calls daily from 10:00 AM to 2:00 PM, responding professionally, recording enquiries and directing callers to the appropriate person or team.
• Follow up on customer messages and enquiries, ensuring they are actioned or passed on within the same day.
• Maintain accurate records across fleet, facilities, tools and customer databases, including job records, document uploads and customer details.
• Review supplier invoices against bookings and quotes before submitting them for approval.
• Prepare regular reports covering fleet costs, servicing schedules, vehicle downtime, outstanding issues and other operational activities.
• Work closely with technical staff coordinators to identify recurring issues, understand operational challenges and recommend practical improvements.
• Build strong relationships with suppliers, service centres, repairers and contractors to ensure timely service and efficient coordination.
• Identify opportunities to improve processes, reduce costs and minimise disruptions to the technical team.

Skills you have:

• At least 5 years of experience in administration, fleet management, facilities coordination or customer service.
• Confident and professional phone manner, with experience handling regular inbound customer calls.
• Strong organisational and time management skills, with the ability to manage competing priorities and meet important deadlines.
• High level of accuracy and attention to detail, particularly when handling data entry, documentation and administrative records.
• Intermediate Microsoft 365 skills, particularly Excel and Outlook.
• Strong communication and relationship-building skills, with the confidence to coordinate with internal teams, suppliers and external service providers.
• Proactive approach to problem-solving, with the ability to follow through on tasks and ensure issues are resolved.
• Comfortable working independently while collaborating with cross-functional teams

Skills that will make you stand out:

• Familiarity with fleet management, job scheduling, CRM or other operational management systems.
• Previous experience working with vehicle service centres, repairers, fleet providers or facilities contractors.
• Basic understanding of vehicle registration, insurance, roadworthy requirements and traffic infringement processes.
• Experience supporting a field-based technical, construction or trade workforce.
• A continuous improvement mindset, with the ability to identify recurring issues and recommend ways to improve efficiency.

You'll be entitled to:

• Great opportunities for career growth
• Opportunity to work in an amazing environment