Admin Officer (Fleet)

The Admin Officer administers the company’s day-to-day fleet operations, including vehicle dispatch, utilization, maintenance, registration, insurance, Fleet Card administration, fuel monitoring, and transportation records. The role validates and reconciles fuel transactions, monitors vehicle condition and operating costs, coordinates drivers and service providers, and promptly reports policy exceptions, irregularities, and operational concerns to the Admin Manager to ensure safe, compliant, reliable, and cost-efficient fleet services.

Key Responsibilities:

• Coordinate daily vehicle dispatch, trip requirements, driver assignments, routes, and schedules.
• Monitor vehicle availability, utilization, mileage, location, trip tickets, and return status.
• Schedule and monitor preventive and corrective maintenance, repairs, inspections, and vehicle cleaning.
• Coordinate with mechanics, accredited service providers, and suppliers, and validate completed services and documents.
• Ensure timely vehicle registration, insurance, emission testing, permits, and other regulatory requirements.
• Administer Fleet Cards, including issuance, assignment, monitoring, and reconciliation.
• Monitor and validate fuel transactions, receipts, trip tickets, odometer readings, and GPS/route records.
• Identify unusual fuel consumption, unauthorized transactions, limit breaches, and other irregularities, and escalate concerns accordingly.
• Maintain accurate vehicle, driver, maintenance, fuel, registration, insurance, incident, and vendor records.
• Prepare weekly and monthly reports covering fuel consumption, vehicle utilization, maintenance, downtime, accidents, violations, and fleet expenses.
• Monitor fleet operating costs against approved budgets and report significant variances.
• Coordinate with drivers, mechanics, employees, departments, and external service providers to meet transportation requirements.
• Check driver licenses, attendance, trip compliance, vehicle care, safety practices, and required documentation.
• Support audits, investigations, and approved corrective and preventive actions.
• Recommend practical improvements related to fleet costs, safety, service quality, and operational processes.

Qualifications

• Bachelor’s degree in Logistics, Transportation Management, Engineering, Business Administration, or a related field.
• At least 2–3 years of relevant experience in fleet, transport, logistics, or vehicle administration.
• Knowledge of fleet operations, vehicle dispatch, utilization, maintenance, and fuel monitoring.
• Familiarity with Fleet Card administration, fuel reconciliation, and identifying transaction irregularities.
• Knowledge of vehicle registration, insurance, emission, safety, and transport regulations.
• Proficient in MS Office applications and preferably familiar with fleet or GPS monitoring systems.
• Strong attention to detail, organization, analytical thinking, and problem-solving skills.
• Excellent communication and coordination skills with a strong service-oriented approach.
• Demonstrates integrity, accountability, confidentiality, and ownership.
• Valid driver’s license and practical knowledge of vehicle operation are preferred.
• Willing to travel, conduct field inspections, and respond to urgent fleet requirements when needed.

Perks and Benefits:

• Health Insurance
• Life Insurance
• Government-mandated Benefits
• Anytime Fitness Membership
• 12 Vacation Leave & 12 Sick Leave
• Employee Discount
• Company Event