Fleet Associate

Job Summary

The Fleet Associate is responsible for ensuring the efficient operation, maintenance, and documentation of the company's fleet of vehicles. This role plays a key part in supporting operational reliability through the timely scheduling of preventive and corrective maintenance, accurate tracking of vehicle repairs, and coordination with in-house mechanics and third-party service providers. The Fleet Associate also monitors repair and maintenance costs, manages spare parts inventory, processes department requests, and maintains detailed records of vehicle history and performance. The role requires strong coordination, record-keeping, and communication skills to support continuous vehicle readiness and operational cost-efficiency.

Repair and Maintenance

1. Schedule and monitor preventive and corrective maintenance for all company vehicles. Prepare shared monitoring file

2. Track and manage maintenance costs, spare parts inventory, and repair records. Prepare a monitoring log of actual maintenance cost. Inventory of Parts replace for every vehicle including the parts cost and labor (if third party)

3. Process repair and maintenance requests from drivers and fleet users.

4. Maintain and update vehicle maintenance history logs.

5. Consult the In-house Mechanic for any vehicle-related issues or concerns.

6. Source and coordinate with accredited auto repair shops for repairs not handled in-house. Provide updates to Logistics and In-house Mechanic.

Fleet Operation Management

1. Report and monitor any service interruptions, and expedite resolution when necessary.

2. Together with In-house mechanic, Conduct post-repair inspections to verify work quality.

3. Ensure timely renewal of vehicle registrations, insurance, and emission tests (if applicable) in coordination with Admin Fleet Officer

4. Attend to driver concerns regarding vehicle condition

5. Monitor and process requests for one-time vehicle borrowing in coordination with the In-house Mechanic.

6. Track and address vehicle concerns, ensuring proper resolution and timely updates.

7. Prepare a list of vehicles recommended for disposal or sale, based on Vehicle monitoriong log data and request the Evaluation of the Fleet Officer/Mechainic Head for the final assessment and endorse to Admin for Disposal.

Administrative Tasks

1. Request Petty/Revolving Fund from Logistic for emergency repair and breakdown of the vehicle. Process the liquidation and prepare all supporting documents for submission to treasury

2. Prepare Asset Disposal Request Forms for vehicles identified for disposal.

3. Prepare Vehicle Inspection Service Request (VISR) form ensuring all required filled are properly filled up and submit to Admin Fleet Officer.

4. Coordinate with Admin officer to expedite and follow-through status of VISR.

5. Coordinate with Fleet mechanic details of repair including the start and end date of the repair as well as the parts replace and final findings of the vehicle

6. Record all these transactions in the Vehicle Monitoring log

7. Coordinate with Admin Officer for the request of New fleet card, Auto sweep Card, Easy trip card as well as replacement of damage or worn out card

8. Ensure that all the required tools of the vehicle are complete per vehicle. Request to Admin if necessary

9. Prepare Vehicle Utilization Report

10. Document findings or service report by third party repair shops

11. Record and monitor fuel consumption.

Qualifications :

1. College graduate of any Business Course.
2. At least 1-3 years of relevant work experience in Fleet Management.
3. Amenable to work in Manggahan, Pasig City
4. Can start ASAP.