HR Admin Specialist

Duties & Responsibilities:

Fleet Management and Travel booking and coordination

Fleet Management

Ensure the fleets day-to-day operation runs smoothly, effectively and efficiently.

1. Checking of vehicle requests of the day.

2. Ensure proper scheduling and availability of vehicles and drivers on a day-to-today basis.

3. Instruct drivers to log their Itinerary of the day and travel validation slips.

4. Daily checking of Parking Availability in the premise;

5. Weekly checking of vehicles inspection list (engine);

6. Weekly monitoring of company transportation, fleet cards, and car insurance;

7. Monitor and handle the scheduled Preventive Maintenance (PMS) of each vehicle, processing of payments and requisition for vehicle PMS and/or repairs.

8. Ensure all vehicles are insured and registered by monitoring their registration dates and other information related to the LTO regulation and other transportation agencies.

9. Maintain accurate records of each vehicle including vehicle history and expenses.

10. Coordinate with drivers and stakeholders regarding trips and itineraries.

Travel and Booking Management

Efficiently managing travel arrangements for employees, ensuring compliance with company policies and budgets, and providing support to travelers

1. Coordinate and book flights, accommodations, and transportation for employees traveling for business purposes. This includes finding cost-effective options while considering employee preferences and schedules.

2. Monitor travel expenses to ensure they align with the allocated budget and report any discrepancies or potential overspending

3. Ensure that all travel bookings and arrangements adhere to the company's travel policies, including guidelines on booking classes, accommodations, and allowable expenses.

4. Act as the primary contact person for employees regarding travel inquiries, changes, or issues

5. Maintain accurate records of travel bookings, reservations, and related documents, including invoices and receipts

6. Build and maintain relationships with travel agencies, hotels, airlines, and other service providers to ensure smooth operations and potentially negotiate favorable terms

7. Provide support to employees during unexpected situations such as flight disruptions, medical emergencies, or travel-related issues

8. Identify opportunities to streamline travel booking processes for greater efficiency and cost-effectiveness.

JOB QUALIFICATION & SPECIFICATION

Educational Background:

Candidates must possess at least Bachelor's/College Degree in Psychology, Business Management, Hospitality Management, or Travel and Tourism and other related courses.

Years of Related Experience:

Preferably with 5 years experience as HR & Admin in fleet management and travel booking.

Skills Required:

• Proficiency in using travel booking software and online platforms, including airline reservation systems, hotel booking systems, and travel management tools
• Prior experience in fleet management, especially in roles related to vehicle maintenance, procurement, and tracking;
• Strong written and verbal communication skills to interact with drivers, maintenance staff, and other stakeholders
• Strong organizational skills to manage records, schedules, travel bookings, vehicle maintenance schedules, driver schedules, and other related activities.
• Understanding of local and national regulations related to vehicle maintenance, safety inspections, emissions standards, travel and booking rules and regulation.

• Diligent with great attention to detail.

• With Strong Analytical & Problem-Solving Skills.

Behavioral and Interpersonal:

Qualities:

• Accepts correction and constructive criticism.

• With high levels of honesty, integrity and reliability.

• Can easily adapt into a fast-paced working environment

• Non - compromising work standards, integrity and ethical practices

• Works well under pressure

• Team oriented