Fleet Coordinator

Best Tools Group Careers


Date: 2 weeks ago
City: Caloocan City
Contract type: Full time
Work Location: 130-A 6th St., 7th Ave., East Grace Park, Caloocan City

Work Arrangement: Full-Time | Onsite

Skills & Qualifications

  • Bachelor's Degree in Business Administration, Logistics, Supply Chain Management, Mechanical Engineering, Automotive Technology, Industrial Engineering, or a closely related program
  • Minimum of 2-3 years of professional experience in fleet operations, transport administration, vehicle maintenance coordination, or similar functions
  • Solid understanding of preventive maintenance programs, repair scheduling, and vehicle service administration
  • Experienced in coordinating the complete maintenance workflow, from service request submission through repair completion and documentation
  • Knowledgeable in preparing maintenance requests, service authorizations, work orders, quotations, and related operational records
  • Familiar with working alongside repair facilities, dealerships, accredited vendors, and external maintenance providers
  • Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook
  • Experience using ERP platforms, fleet monitoring applications, or maintenance management software is highly preferred
  • Strong administrative, organizational, and record-management capabilities
  • Excellent coordination and communication skills with the ability to collaborate across multiple departments and external partners
  • Highly organized with strong attention to detail and effective follow-up skills
  • Analytical and capable of monitoring repair progress, maintenance costs, and vendor performance
  • Able to manage multiple service requests while maintaining accuracy and meeting operational deadlines
  • Demonstrates integrity, accountability, and professionalism when handling company fleet records

Job Description

  • Oversee the administrative coordination of company vehicle maintenance, repair activities, and service scheduling from initiation through completion
  • Review and validate vehicle maintenance requests to ensure complete documentation before processing
  • Coordinate with drivers and requesting departments to clarify repair concerns and communicate service updates
  • Arrange preventive maintenance schedules, vehicle inspections, emergency repairs, and other fleet-related activities
  • Prepare work orders, maintenance documentation, approval forms, and supporting records required for service processing
  • Liaise with accredited repair shops, suppliers, dealerships, and maintenance partners regarding quotations, parts availability, repair progress, and completion timelines
  • Monitor the status of all ongoing maintenance activities and ensure repairs are completed within agreed turnaround times
  • Maintain comprehensive records of maintenance history, service schedules, repair expenses, and fleet documentation
  • Generate recurring operational reports covering maintenance activities, vehicle status, service accomplishments, and outstanding requests
  • Evaluate vendor responsiveness, repair quality, and service performance to support continuous improvement initiatives
  • Ensure fleet maintenance activities comply with company standards, safety requirements, and established operating procedures
  • Recommend improvements to maintenance coordination processes, fleet utilization, and administrative workflows
  • Carry out additional fleet administration and operational support responsibilities assigned by management

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