ADMINISTRATIVE OFFICER

Job Purpose

To monitor, control and coordinate the movement, deployment and utilization of company vehicles and machinery across Head Office, project sites and operational locations. The Administrative Officer is responsible for ensuring that all vehicle movements are properly authorized, recorded, monitored and reported in accordance with company procedures.

Key Responsibilities

Vehicle Movement Control

• Monitor and coordinate the movement of company vehicles and machinery between Head Office, project sites, workshops and other operational locations.
• Maintain an updated record of vehicle locations, deployment status, movement schedules and operational assignments.
• Ensure all vehicle transfers, site deployments and movement requests are properly authorized by the relevant personnel.
• Monitor vehicle dispatch, arrival, return and reassignment to ensure compliance with approved instructions.
• Follow up on unauthorized vehicle movements, unexplained delays, missing movement records and discrepancies in vehicle deployment.

Fleet Monitoring and Utilization

• Monitor the utilization of company vehicles and machinery to minimize idle time and unnecessary deployment.
• Coordinate with project personnel to identify vehicle requirements and availability.
• Maintain an updated fleet register, including vehicle registration numbers, assigned locations, responsible personnel and operational status.
• Identify underutilized vehicles and recommend redeployment where appropriate.
• Coordinate with the relevant personnel on vehicle breakdowns, accidents and other operational disruptions.

Documentation and Reporting

• Maintain accurate vehicle movement logs, dispatch records, trip records and supporting documentation.
• Prepare daily or periodic fleet movement reports for submission to the designated superior.
• Report discrepancies, unauthorized movements, misuse of company vehicles and other irregularities promptly.
• Maintain proper documentation for audit, internal control and management review.
• Ensure records are updated promptly and can be retrieved when required.

Coordination and Communication

• Liaise with project managers, site personnel, drivers, workshop personnel and the Administration Department on vehicle movements.
• Communicate deployment instructions clearly to the relevant personnel.
• Follow up on outstanding movement requests and ensure timely updates from the respective project sites.
• Escalate operational issues and matters requiring management decisions to the designated superior.

Compliance and Internal Control

• Ensure vehicle movements comply with company policies, approved procedures and authorization limits.
• Monitor compliance with vehicle assignment, usage and reporting requirements.
• Ensure vehicle movement records are complete, accurate and supported by relevant approvals.
• Maintain confidentiality and integrity of fleet information.
• Perform other duties related to fleet movement control as assigned by Management.

Job Requirements

• Certificate or Diploma in Logistics, Transportation, Fleet Management, Business Administration or a related field would be an advantage.

• Minimum 2–3 years of experience in fleet coordination, transportation, logistics, vehicle dispatch or operations administration.

• Experience in the construction industry, particularly in managing vehicles and heavy machinery across multiple project sites, is an advantage.

• Good working knowledge of Microsoft Excel, Word and other relevant reporting tools.

• Ability to maintain vehicle movement records, fleet registers and operational reports.

• Familiarity with GPS tracking systems, fleet management systems or vehicle monitoring applications is an advantage.

• Basic understanding of vehicle registration, roadworthiness, maintenance scheduling and operational documentation.

Competencies

• Strong coordination, monitoring and follow-up skills.
• Good communication skills and the ability to liaise with personnel at different organizational levels.
• High attention to detail and accuracy in recordkeeping.
• Ability to identify discrepancies and report irregularities promptly.
• Good time management, problem-solving and organizational skills.
• High integrity, discipline and accountability.
• Ability to work independently with minimal supervision.
• Willingness to communicate with project sites outside Head Office and travel when required.

Key Performance Indicators (KPIs)

1. Movement Record Accuracy – Accuracy and completeness of vehicle movement records.

2. Reporting Timeliness – Timely submission of daily or periodic fleet movement reports.

3. Authorization Compliance – Compliance with established vehicle movement approval procedures.

4. Fleet Visibility – Accuracy and timeliness of vehicle location and deployment status updates.

5. Issue Escalation – Timely reporting of unauthorized movements, discrepancies and operational incidents.

6. Fleet Utilization Monitoring – Effectiveness in identifying idle vehicles and opportunities for redeployment.