Administrative Assistant

JOB DESCRIPTION: DRY LEASE ADMINISTRATOR
Job Summary

The Dry Lease Administrator is responsible for the accurate and timely validation of driver timekeeping, salary disputes, reimbursement claims, HR documentation requests, and client administrative escalations. The role coordinates with Operations, HR, Finance, Payroll, and SPX to ensure compliance with company policies, documentation requirements, and submission deadlines.

Key Responsibilities
A. Timekeeping (TK) Validation
● Validate driver attendance and timekeeping against dispatch trackers, trip records, and supporting documents.
● Identify and resolve discrepancies with Operations and relevant personnel.
● Ensure timely submission of validated records for payroll and billing reconciliation.

B. Salary Dispute Validation
● Review and validate driver salary disputes against timekeeping, payroll, incentives, and trip records.
● Coordinate with HR, Payroll, Finance, and Operations to resolve discrepancies.
● Maintain a dispute tracker and provide timely status updates until resolution.

C. HR Documentation and Notices
● Request and follow up on Notices of Decision, disciplinary notices, and other required HR documents.
● Maintain proper records and ensure the confidentiality of employee information.

D. Client Administrative Escalations
● Receive and validate SPX escalations involving driver documentation, attendance, timekeeping, payroll, reimbursements, and other administrative concerns.
● Coordinate with concerned departments and provide timely, accurate, and documented responses.
● Escalate unresolved issues requiring management action or approval.

E. Reimbursement Validation
● Review reimbursement claims for accuracy, completeness, supporting documents, and required approvals.
● Identify duplicate claims, discrepancies, altered receipts, and ineligible expenses.
● Return incomplete or non-compliant claims for correction or appropriate action. ● Maintain a reimbursement tracker and coordinate with Finance and Operations on claim status.

3. General Administrative Responsibilities
● Maintain accurate trackers, records, and supporting documents.
● Monitor deadlines and ensure compliance with SOPs and approval workflows.
● Identify recurring issues and recommend process improvements.
● Coordinate with internal departments and SPX to ensure timely resolution of concerns.
● Perform other related duties as assigned by the immediate supervisor.

Qualifications and Competencies
● Graduate of any four-year course, preferably in Business Administration, Office Administration, or Operations Management.
● Experience in administration, timekeeping, payroll support, or reimbursement processing is an advantage.
● Proficient in Microsoft Excel or Google Sheets.
● Detail-oriented, organized, and capable of managing multiple deadlines.
● Good written and verbal communication skills.
● Demonstrates accountability, confidentiality, analytical thinking, and sound judgment in handling discrepancies and escalations.

Pay: Php19,630.00 - Php19,635.00 per month

Work Location: In person