SITE ADMINISTRATION ASSISTANT

PRIMARY PURPOSE

To co-manage and support daily JV vehicle operations-including preventive maintenance, fuel and RFID tracking, LTO/insurance renewals, and expatriate dispatch coordination- while assisting with general administrative tasks to ensure seamless, compliant, and cost-effective transport support across all sites.

II. DUTIES AND RESPONSIBILITIES

• Co-manages and coordinates with service providers (Chandler/Toyota) for preventive maintenance to minimize vehicle downtime.

• Assists in accompanying drivers to service centers to validate mechanic recommendations and ensure quality of work.

• Conducts regular physical inspections and manages the procurement of cleaning consumables to maintain vehicle standards.

• Co-monitors and aggregates Unioil receipts to produce detailed monthly fuel consumption reports for Accounting, Environment, and Cost Control Dept.

• Monitors Auto sweep/Easy trip balances; prepares consumption reports and initiates top-ups to ensure uninterrupted trips.

• Processes billings from vendors (Toyota, Unioil, Insurance) and manages MRs and cash advances for LTO fees.

• Assists in managing the full cycle of LTO registration and comprehensive insurance renewals for all JV vehicles.

• Serves as a point of contact for vehicular accidents, facilitating insurance claims and documentation.

• Handles daily vehicle dispatch, scheduling, and transport coordination for expatriates (Expats).

• Maintains a centralized database of all maintenance activities and distributes compliance reports to the Environmental and Accounting departments.

• Evaluates and addresses vehicle-related requests and technical concerns from various JV sites with urgency.

• Provides general administrative support and assists with other admin-related tasks as assigned by the superior.

• Perform other related tasks or duties as assigned by the superior from time to time.

IV. KEY SKILLS

• Ability to manage schedules, prioritize tasks, and maintain organized systems.

• Strong verbal and written skills for handling correspondence, and emails.

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook), data entry, and office software.

• Ensuring accuracy in documentation, scheduling, and record-keeping.

• Handling multiple, changing, or unexpected tasks simultaneously.

• Proactively addressing issues as they arise.

• Scheduling, meeting coordination, filing, and managing office equipment.