Vehicle and Facilities Administrator

Job not on LinkedIn

🔥 8 minutes ago

🇵🇭 Philippines – Remote

💵 A$2k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

🖥️ Administration

👻 Ghost score 0%

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📋 Description

• 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 • 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 • 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, recording enquiries and directing callers appropriately • Follow up on customer messages and enquiries within the same day • Maintain records across fleet, facilities, tools and customer databases • 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 and recommend practical improvements • Build relationships with suppliers, service centres, repairers and contractors • Identify opportunities to improve processes, reduce costs and minimise disruptions to the technical team

🎯 Requirements

• 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 • 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

🏖️ Benefits

• Great opportunities for career growth • Opportunity to work in an amazing environment • 100% remote work

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