Assistant Manager

Position Purpose

The Fleet and Vehicle Management Assistant Manager is responsible for overseeing the company's entire vehicle fleet, ensuring operational efficiency, cost optimization, compliance with regulatory requirements, and the safety of employees. This role manages procurement, usage, maintenance, insurance, and disposal of company vehicles, while also supporting fuel and insurance negotiations, budget preparation, and reporting. The officer will serve as the primary liaison with vehicle suppliers, service providers, fuel partners, and insurance companies.

Reports directly to the Head – Finance and Administration.

Key Responsibilities

1. Fleet Administration & Operations

2. Manage the company's vehicle fleet, including procurement, registration, insurance, maintenance, and disposal.

3. Monitor usage, fuel consumption, maintenance schedules, and related costs to maximize efficiency and performance.
4. Maintain and update fleet documentation such as Deeds of Sale, Transfer of Title, insurance validation, and car checklist forms.
5. Oversee company policy on personal vehicles used for business purposes (mileage, reimbursements, insurance compliance).
6. Facilitate the transfer or disposition of vehicles assigned to resigned employees.
7. Provide 24/7 support to employees for emergencies or vehicular accidents.
8. Manage vehicle turnover to employees eligible to purchase company cars, in line with company policy.
9. Coordinate vehicle shipments and marine insurance coverage when necessary.

10. Ensure timely completion and submission of the monthly Car Checklist Form by all District Managers.

11. Vendor & Contract Management

12. Negotiate and manage agreements with:

13. Car dealerships for purchases and warranty-based maintenance.
14. Insurance providers for premiums, accident claims, and Letters of Authorization (LOA).
15. Fuel suppliers (e.g., Petron) for rebates, supply agreements, card issuance, and usage monitoring.
16. Handle repair cost settlements related to employee resignations.

17. Explore and coordinate with third-party providers for potential car leasing arrangements.

18. Fuel Utilization and Control

19. Administer the company's fuel program, including:

20. Renewal of supply agreements.
21. Fuel card issuance/cancellation.
22. Allocation of fuel allowance for field staff (reviewed every 3–6 months).
23. Monitoring of monthly fuel usage vs. deployment.
24. Enforcing year-end cut-offs to align with company closure.
25. Process and monitor Statements of Account (SOA) for fuel and other fleet-related expenses.

26. Ensure accurate fuel reimbursements for employees.

27. Fleet Budget Preparation and Monitoring

28. Prepare the annual fleet budget covering fuel, insurance, maintenance, registration, repairs, and related operating costs.

29. Review, validate, and track expenses against budgets and cost centers.

30. Provide timely financial reports to management on fleet and fuel performance.

31. Reporting & Analysis

32. Prepare and maintain:

33. Comprehensive Car Masterlist and updated Working Masterfile.
34. Actual fuel and fleet expenses vs. budget per cost center.
35. Fleet fuel volume and allocation analyses vs. field deployment.

36. Validate accident-related documents and submit them to insurance providers.

37. Compliance and Policy Review

38. Policy compliance- ensures all vehicles usage aligns with company and government regulations and safety standards.

39. Policy updates and recommendations - conducts annual review of the policy based on the changes in laws and regulations, operational needs, cost-efficiency measures, and employee feedback.

40. People & Stakeholder Engagement

41. Conduct onboarding and orientation sessions for new employees regarding fleet policies and road safety.

42. Facilitate huddles with the sales force to resolve fleet concerns and provide updates.
43. Lead regular meetings with vendors, insurance providers, and fuel suppliers to ensure smooth operations.

Qualifications

• Bachelor's degree in business administration, Logistics, Facilities Management, or related field.
• Minimum 5 years of experience in fleet and/or facilities management.
• Strong understanding of vehicle operations, maintenance, and regulatory compliance.
• Experience managing vendor contracts and facility operations.
• Excellent organizational, communication, and leadership skills.
• Proficiency in fleet management software and Microsoft Office Suite.
• Possess valid Driver License

Preferred Attributes

• Ability to multitask and manage competing priorities.
• Strong problem-solving skills and attention to detail.
• Customer-service mindset, especially when supporting employee vehicle needs.
• Familiarity with sustainability practices in fleet and facilities operations.

Working Conditions

• Office-based with occasional travel to facilities and service providers.
• May require availability outside regular hours for urgent facility or vehicle issues.

Job Type: Full-time

Pay: Php50, Php70,000.00 per month

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Flexible schedule
• Health insurance
• Life insurance
• Opportunities for promotion
• Paid training
• Pay raise
• Promotion to permanent employee

Work Location: In person