Administrative Assistant – Fleet and Asset Operations

🔥 1 minute ago

🇵🇭 Philippines – Remote

💵 A$1.5k - A$1.8k / month

⏳ Contract/Temporary

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

👻 Ghost score 0%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Hunt St

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Hunt St is an Australia-based recruiting firm founded by brothers Shaun and Eliot with the aim of helping small and medium-sized enterprises (SMEs) hire top offshore talent directly, avoiding the high costs associated with traditional outsourcing agencies. The company offers a unique one-time finder's fee model, enabling clients to save significantly on recruitment costs. They provide comprehensive services including job postings, candidate screenings, interviews, and legal support for compliant remote hiring. Hunt St specializes in sourcing talent from countries like the Philippines, Nepal, Indonesia, and India, offering a transparent and ethical hiring process that allows businesses to provide fairer compensation to employees while ensuring stringent security and compliance measures are met.

📋 Description

• Maintain accurate fleet and asset records across multiple business entities • Review daily pre-starts, identify missing submissions, and record reported defects or issues • Reconcile fleet card transactions against Fuellox fuel usage and asset records • Investigate unusual or inconsistent fuel transactions and escalate discrepancies • Maintain the asset register, including registrations, locations, operators, status, and maintenance information • Track outstanding repairs, documentation, and fleet-related requirements • Prepare regular fleet reports covering fuel usage, pre-starts, defects, repairs, and items requiring management attention • Enter and update project information in Procore • Review contractor uploads, including site photos and progress claims, for completeness • Follow up missing certificates, documentation, or supporting information • Enter supplier invoices into Xero and Procore with correct entity, project, cost code, and supplier allocation • Raise purchase orders based on approved purchasing instructions • Match supplier invoices against purchase orders and delivery documentation, checking quantities, pricing, GST, and supporting records • Raise customer invoices based on approved billing information • Match customer payments and remittance information against outstanding invoices • Identify and escalate invoice, payment, documentation, or allocation discrepancies • Check, record, report, follow up, and escalate issues without approving payments or invoices or making operational decisions

🎯 Requirements

• Philippines-based candidate • Experience in fleet administration, construction administration, accounts administration, data entry, or a similar role • Exceptional attention to detail and accuracy across multiple systems and records • Strong Excel and data reconciliation skills • Excellent written and verbal English communication skills • Strong organisational and follow-up skills • Ability to identify discrepancies and escalate issues appropriately • Comfortable working independently within documented processes • Ability to manage confidential and commercially sensitive business information • Reliable remote working setup with strong internet connectivity • Experience with fleet, construction, civil, plant, equipment, or asset administration highly regarded • Experience with Procore, Fuellox, fleet card systems, Xero, ERP, or asset management systems highly regarded • Experience reviewing pre-starts, progress claims, supplier invoices, or project documentation highly regarded • Previous experience supporting Australian businesses highly regarded • Strong Excel or spreadsheet reporting capability highly regarded

🏖️ Benefits

• 100% remote work from home • Flexible time management as an independent contractor while aligning with AU business hours • Detailed process documents and flowcharts provided • Long-term opportunity