Admin Assistant

Job Summary

We are looking for a highly organized, detail-oriented, and responsible Administrative Assistant to handle administrative tasks related to partner loans, company properties, assets, and vehicle operations. The successful candidate will be responsible for maintaining accurate records, monitoring documentation and schedules, tracking fuel consumption and vehicle usage, and ensuring that company assets and administrative files are properly maintained and updated.

Key Responsibilities

1. Partner Loan Administration

• Maintain and organize records and documents related to partner loans.
• Monitor loan applications, agreements, supporting documents, payment schedules, and other related paperwork.
• Track the status of partner loan transactions and ensure that records are updated regularly.
• Coordinate with concerned branches and partners regarding missing documents, follow-ups, and loan-related requirements.
• Maintain confidentiality and proper filing of loan records.

2. Property and Asset Administration

• Maintain an updated inventory of company properties, office equipment, furniture, tools, and other assets.
• Monitor the issuance, assignment, transfer, and return of company assets.
• Maintain records of asset locations, conditions, maintenance, and accountability.
• Assist in scheduling inspections, repairs, preventive maintenance, and replacement of company equipment.
• Ensure that property documents, receipts, warranties, and other supporting records are properly filed and accessible.

3. Company Vehicle Administration

• Maintain complete and updated records of company vehicles, including registration documents, Official Receipts (OR), Certificates of Registration (CR), insurance, permits, and renewal schedules, as applicable.
• Monitor the validity and renewal dates of vehicle documents and coordinate renewals before expiration.
• Maintain vehicle assignment records and ensure proper documentation of vehicle use.
• Monitor vehicle trip schedules, mileage, and vehicle usage.
• Maintain vehicle logbooks and trip records to ensure accountability and proper utilization.
• Coordinate vehicle servicing, repairs, preventive maintenance, and other operational requirements.
• Monitor fuel consumption, fuel expenses, mileage, and fuel usage of company vehicles.
• Maintain accurate fuel monitoring logs and compare fuel consumption against recorded trips and vehicle mileage.
• Check and organize fuel receipts, fuel slips, and other supporting documents.
• Coordinate vehicle reservations and trip schedules with concerned employees and departments.
• Report unusual fuel consumption, discrepancies in trip records, and other vehicle-related concerns to management.

5. General Administrative Support

• Maintain an organized filing system for physical and digital documents.
• Prepare reports, monitoring sheets, inventory lists, and other administrative documents.
• Assist in tracking document submissions, renewals, deadlines, and pending requirements.
• Coordinate with internal departments, suppliers, service providers, and other concerned parties.
• Perform other administrative duties as may be assigned by management.

Qualifications

• Graduate of any four-year course, preferably in Business Administration, Office Administration, Management, or a related field.
• At least 6 months experience in administrative work, asset management, vehicle administration, documentation, or loan processing.
• Proficient in Microsoft Office, particularly Excel, Word, and spreadsheet-based monitoring systems.
• Strong organizational skills and attention to detail.
• Good recordkeeping, coordination, and time management skills.
• Trustworthy and capable of handling confidential company and financial documents.
• Able to monitor multiple records, schedules, and deadlines accurately.
• Willing to perform other administrative tasks as required.