Motorpool Admin Assistant

Job Responsibilities

• Maintain and update records of company vehicles, including registration, insurance, maintenance, repairs, and other related documents.
• Monitor vehicle schedules, assignments, availability, and utilization.
• Coordinate vehicle requests and dispatch schedules with employees, drivers, and concerned departments.
• Prepare and maintain daily trip tickets, vehicle logs, fuel records, and mileage reports.
• Monitor fuel consumption and assist in preparing regular fuel usage reports.
• Coordinate preventive maintenance, repairs, inspections, and servicing of company vehicles.
• Follow up with repair shops, suppliers, and service providers regarding vehicle maintenance and repairs.
• Ensure that vehicle documents and permits are updated and properly filed.
• Monitor the condition of vehicles and report damages, defects, or maintenance concerns to the Motorpool Manager.
• Assist in monitoring company drivers’ schedules, attendance, assignments, and required documents.
• Maintain an organized filing system for motorpool-related documents and records.
• Prepare purchase requests, service requests, and other administrative documents related to motorpool operations.
• Assist in monitoring motorpool expenses and supporting documents such as fuel receipts, repair invoices, and service bills.
• Coordinate with HR, Accounting, Procurement, and other departments regarding vehicle and motorpool-related concerns.
• Assist in preparing periodic reports on vehicle utilization, fuel consumption, maintenance, and operating expenses.
• Ensure compliance with company policies, safety procedures, and applicable transportation requirements.
• Perform other administrative and operational tasks as assigned by the Motorpool Supervisor or Management.

Job Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Management, or a related field; vocational graduates with relevant experience may also be considered.
• At least 1–2 years of experience in administrative work, preferably in a motorpool, logistics, fleet management, or transportation-related environment.
• Knowledge of basic vehicle maintenance, fleet operations, and transportation documentation is an advantage.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Strong organizational and record-keeping skills with attention to detail.
• Ability to maintain and monitor vehicle records, fuel consumption, maintenance schedules, and other motorpool documents.
• Good communication and coordination skills when dealing with drivers, employees, suppliers, and service providers.
• Ability to prepare reports, schedules, monitoring sheets, and other administrative documents.
• Can work independently, prioritize tasks, and meet deadlines.
• Trustworthy and responsible in handling company records, documents, and expenses.
• Willing to work in a fast-paced and field-oriented environment.
• Flexible and willing to perform other administrative tasks as assigned.
• Valid driver’s license is an advantage, especially for occasional vehicle inspection or coordination activities.

Work Location: In person