Back Office Support

Fleet Administrator

Overview:

At MasTec Communications Group we build for the future. Yours and ours.

As a Fleet Administrator, you will develop new skills, work in a safety-minded environment, and join us in expanding technology for a better community. Join the MasTec family and help us provide the highest level of quality service to our customers and communities while maintaining our commitment to safety!

Job Details:

• Onsite or Work from Home
• Monday to Friday
• Night Shift (9 PM to 6 AM Manila Time)

Responsibilities:

As a Fleet Administrator, you are responsible for administering the corporate fleet operations policies, including procurement, maintenance, repair, modification, recalls, and disposal of vehicles and equipment. You believe in doing the job right. Being the best. And you’re up for the challenge.

In addition, you will:

• Provide support to the Fleet Manager’s fleet of assets across multiple operating locations.
• Monitor fleet asset utilization to ensure inventory is active and field asset needs are responded to timely.
• Submit requests for asset acquisition, transfer, and/or disposal.
• Manage the fuel card program for the respective locations including but not limited to requesting fuel pins, monitoring usage reports for anomalies, escalating anomalies to the Fleet Manager and Market Leadership.
• Track and monitor preventive maintenance services and Annual DOT inspections ensuring all DOT assets are compliant with requirements for service.
• Work with local repair shops, dealerships, and vendors to ensure assets are maintained, cleaned, and road ready.
• Communicate and resolve any asset issues related to safety, mechanical issues, preventative maintenance, etc.
• Administer the fleet management operations policies including vehicle and equipment procurement, maintenance, repair, transfers, and disposals.
• Deploy vehicles for emergency and/or special situations.
• Serve as liaison between the Fleet Manager, drivers, Market leadership, and other various departments to exchange information and investigate and resolve issues.
• Provide training and support to all locations for driver onboarding, vehicle inspection training, telematics use, reporting tools, etc.
• Evaluate work procedures, preventive maintenance and repair standards, service schedules, quality control programs, and policies and procedures consistent with federal, state and local laws.
• Provide training and presentations as needed in a positive and professional manner.
• Ensure DOT Driver Qualification files are prepared and submitted for approval for all CMV and CDL drivers.
• Provide training on vehicle inspections and the use of EVIR forms/technology.
• Ensure all fleet asset maintenance files are kept current for preventative maintenance, oil changes, annual inspections, brake maintenance and repair, registrations, and insurance.
• Coordinate telematics installs with Fleet & Market management.
• Update and submit required reports in a timely manner.
• Must be able to think strategically and plan for rapidly changing situations while maintaining a positive team-oriented attitude.

Ability to

• Utilize excellent verbal, written, and inter-personal communication skills
• Demonstrate analytical and problem-solving skills with strong attention to detail
• Pass pre-employment background and drug screening check
• Deliver results and strive for continuous improvement
• Be highly motivated and able to work independently
• Establish and maintain good rapport with co-workers, supervisors, vendors, customers, and others
• Maintain a high degree of confidentiality with sensitive information and perform all tasks with integrity
• Maintain a current DOT Medical Certification

Qualifications:

About You:

• Bachelor’s Degree or equivalent experience
• Previous administrative experience handling a multitude of tasks simultaneously
• Proficient with Microsoft Office software (I.E. - Excel formulas, formatting, reports)
• 1-3 years of fleet administration experience
• Ability to handle and maintain confidential information
• May be required to testify in legal hearings

by Carl Trinidad

Administration Assistant

Position Overview

We are seeking a highly organized and motivated Administration Assistant to join our growing traffic hire equipment business. This role will be responsible for performing basic administrative tasks while also assisting with lead generation to support business growth. The ideal candidate will be detail-oriented, proactive, and skilled at balancing multiple responsibilities in a fast-paced environment.

Job Details:

• Onsite
• Monday to Friday | 8 AM to 5 PM (Manila Time)
• *Following PH Holidays

Responsibilities:

Administration Support:

• Perform general office administrative duties such as, responding to emails, data entry and updating messages on our VMS Boards
• Assist the team with managing customer databases, and updating records.
• Prepare and distribute materials, proposals, and presentations.
• Maintain accurate and up-to-date records, including customer files, invoices, and inventory documentation.
• Coordinate scheduling of bookings for traffic hire equipment customers, ensuring accurate order processing and timely delivery/pickups entered as per their requests.
• Handle client enquiries and provide information about products and services.
• Confirm and reschedule appointments as necessary.
• Serve as a liaison between the team and clients to facilitate communication and ensure inquiries are addressed promptly.
• Coordinate with the sales team to ensure they have all necessary information and materials before meetings.
• Support the preparation of quotes for customers to be signed off by management and sales staff.
• Provide general administrative support to the team.
• Ensure GPS system is kept up to date and require reports are generated and provided to the team

Lead Generation & Management:

• Assist in generating leads through various lead generation tools, including phone outreach and emailed expression of interests.
• Track and manage leads through CRM (Customer Relationship Management) software and pre-existing spreadsheets.
• Ensure lead generation system is kept tidy and up to date
• Nurture relationships with estimators and identify opportunities for repeat business and referrals.
• Report on lead generation efforts and provide feedback to improve strategies.

Reporting & Documentation:

• Prepare basic administrative reports as required by the Operations Manager or management team.
• Monitor and report on lead generation and conversion metrics to assess business development performance.
• Maintain Spreadsheets Associated with Monthly Reports
• Assist with any other administrative or operational tasks as directed by the Office Manager or Operations Manager.

Qualifications:

• Proven experience in an administrative or customer service role (experience in a similar industry is an advantage).
• Excellent English communication skills, both written and verbal.
• Strong organisational skills with the ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with CRM software (experience with lead management tools such as BCI is a plus).
• Xero experience is an advantage.
• Experience in the traffic management, equipment rental, or construction industries is a plus.
• A proactive approach with the ability to work independently and as part of a team.
• Strong attention to detail and accuracy.
• Ability to handle sensitive information with discretion and professionalism.
• A positive and customer-oriented attitude.

by Carl Trinidad