Admin Assistant - Calamba

Job Summary:

Responsible for coordinating and managing the company's transportation services, including vehicle trip scheduling, maintenance, and compliance with company policies. Ensures efficient operation of vehicle fleet, effective communication with service providers, and adherence to safety and administrative procedures.

Duties and Responsibilities: 

Daily Vehicle Trip Management

• Prepare and generate daily trip request schedules, including trip requests and vehicle assignments.
• Coordinate with rental vehicle providers to fulfill additional daily rental requirements.
• Prepare and print trip tickets and the following day's trip schedule with assigned vehicles.
• Validate trip requests and confirm bookings in SAP system.
• Prepare billing statements summary and invoicing for client companies.
• Review supporting documents such as trip tickets and vehicle itineraries, allocate costs to appropriate cost centers, and prepare account charges.
• Monitor and verify driver attendance and compliance.

Fleet Maintenance and Repair

• Document vehicle repair requests and coordinate with accredited mechanics to obtain quotations.
• Process repair quotations through the E-Procurement system.
• Monitor ongoing repairs, identify breakdown causes, and ensure proper repair procedures are followed.
• Record repair expenses in the Vehicle Maintenance System and generate quarterly maintenance reports.
• Process registration, renewal, and insurance claims for company vehicles.

Policy Compliance and Asset Management

• Monitor adherence to the Company Vehicle Utilization Policy.
• Facilitate the issuance of Assets Memorandum Receipts, assigning accountability for vehicles and managing new vehicle allocations.
• Oversee GPS monitoring to prevent unauthorized use and generate reports for management review.

Transport Service Coordination

• Coordinate employee trips for official business, ensuring timely and efficient transportation services.
• Process booking requests for TNVS and other transport services as required.
• Prepare official correspondences, memos, and reports related to transportation activities.
• Perform additional tasks as assigned by management.