Admin Associate

ADMIN ASSOCIATE

Corporate Administration | Full-Time

Are you highly organized, detail-oriented, and good at keeping things moving?

We’re looking for an Admin Associate who can take ownership of day-to-day administrative operations — from messenger and driver coordination, fleet management, office supplies and assets, contracts, permits, and logistics to keeping important records and requirements complete and up to date.

This is a hands-on role for someone who enjoys coordinating with different people, monitoring multiple deadlines, solving day-to-day operational concerns, and making sure things get done on time and properly documented.

What You'll Handle:

Administrative Operations

• Assign and monitor messenger schedules, routes, deliveries, and errands.
• Monitor administrative requests, RFPs, payment requests, contracts, permits, and other requirements.
• Manage staff house contracts, renewals, and related documentation.
• Coordinate transportation, equipment, deliveries, venues, and other logistics for company activities.
• Coordinate administrative requirements with internal departments and external parties.

Fleet & Transportation Management

• Maintain and monitor company vehicles, including registration, insurance, RFID, fleet cards, village/subdivision registration, emission testing, and other requirements.
• Monitor vehicle utilization, mileage, fuel consumption, tolls, parking, repairs, and maintenance costs.
• Prepare fleet utilization and cost reports and assist in fleet budget preparation.
• Coordinate preventive maintenance, repairs, tire and battery replacement, wheel alignment, and other vehicle requirements.
• Coordinate with LTO, insurance providers, repair shops, and other external parties regarding registrations, violations, accidents, and claims.
• Process and monitor vehicle insurance claims and related documentation.
• Monitor vehicle condition, mileage, maintenance history, and recommend repair, replacement, disposal, or auction when appropriate.
• Maintain complete and updated vehicle records.

Driver & Messenger Coordination

• Prepare driver schedules, itineraries, and transportation assignments.
• Ensure efficient and equitable distribution of drivers, vehicles, and messenger workloads.
• Monitor driver attendance, leave, overtime, availability, and compliance with company policies and traffic regulations.
• Monitor trip logs, fuel usage, tolls, parking, and other transportation records.
• Ensure drivers maintain valid licenses and required certifications.

Office Supplies, Assets & Logistics

• Act as custodian of corporate and department office supplies and administrative inventory.
• Monitor inventory levels and prepare Purchase Requests for replenishment.
• Coordinate procurement of office equipment, furniture, fixtures, and other workplace requirements.
• Maintain fixed asset records and ensure proper tagging.
• Coordinate asset movement, transfers, disposal, and inventory reconciliation.
• Check asset condition and repairability before recommending replacement.

Records, Compliance & Monitoring

• Maintain organized and secure physical and digital administrative records.
• Maintain trackers for fleet, drivers, contracts, permits, payments, assets, and other assigned activities.
• Monitor expiration and renewal schedules and initiate requirements ahead of deadlines.
• Follow up on pending or overdue items and escalate unresolved concerns.
• Prepare periodic administrative and fleet reports.
• Identify opportunities to improve administrative and fleet processes, efficiency, and cost-effectiveness.

What We're Looking For:

• Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
• At least 1 year of relevant experience in administrative operations, fleet management, facilities, logistics, or a similar role.
• Experience in fleet or vehicle administration is an advantage.
• Strong organizational and coordination skills.
• Highly attentive to details, deadlines, and documentation.
• Comfortable handling multiple requests and coordinating with different departments and external parties.
• Proficient in Microsoft Office/Google Workspace and comfortable maintaining trackers and reports.
• Good communication and follow-up skills.
• Able to work independently, take initiative, and resolve day-to-day administrative concerns.
• Professional, trustworthy, and able to handle confidential company information.

Why This Role Matters

You'll be one of the people helping keep our day-to-day operations running smoothly — making sure our vehicles, drivers, messengers, supplies, records, contracts, and administrative requirements are all properly coordinated and on track.

If you're someone who likes organized systems, solving operational problems, coordinating with people, and getting things done, we'd love to hear from you.

Apply now and be part of the team!

Benefits:

• Company events
• Opportunities for promotion
• Promotion to permanent employee

Application Question(s):

• How many years of experience do you have in administrative operations, fleet management, logistics, or a similar role?
• What is your expected monthly salary?

Work Location: In person