Corporate Administration Assistant

2 weeks ago

Manila, National Capital Region, Philippines Filinvest Business Services Corp. Full time ₱250,000 - ₱500,000 per year

Daily Vehicle Trip Management

  • Prepare and generate daily trip request schedules, including trip requests and vehicle assignments.
  • Coordinate with rental vehicle providers to fulfill additional daily rental requirements.
  • Prepare and print trip tickets and the following day's trip schedule with assigned vehicles.
  • Validate trip requests and confirm bookings in SAP system.
  • Prepare billing statements summary and invoicing for client companies.
  • Review supporting documents such as trip tickets and vehicle itineraries, allocate costs to appropriate cost centers, and prepare account charges.
  • Monitor and verify driver attendance and compliance.

Fleet Maintenance and Repair

  • Document vehicle repair requests and coordinate with accredited mechanics to obtain quotations.
  • Process repair quotations through the E-Procurement system.
  • Monitor ongoing repairs, identify breakdown causes, and ensure proper repair procedures are followed.
  • Record repair expenses in the Vehicle Maintenance System and generate quarterly maintenance reports.
  • Process registration, renewal, and insurance claims for company vehicles.

Policy Compliance and Asset Management

  • Monitor adherence to the Company Vehicle Utilization Policy.
  • Facilitate the issuance of Assets Memorandum Receipts, assigning accountability for vehicles and managing new vehicle allocations.
  • Oversee GPS monitoring to prevent unauthorized use and generate reports for management review.

Transport Service Coordination

  • Coordinate employee trips for official business, ensuring timely and efficient transportation services.
  • Process booking requests for TNVS and other transport services as required.
  • Prepare official correspondences, memos, and reports related to transportation activities.
  • Perform additional tasks as assigned by management.

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