Fleet Administrator

Company Description

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be h accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

The Fleet Operations & Compliance Coordinator is responsible for managing day-to-day fleet administration, ensuring regulatory compliance, supporting cost control initiatives, and delivering accurate reporting across multiple systems. This role plays a key part in maintaining operational efficiency, data integrity, safety compliance, and supporting organizational sustainability (Net Zero) goals.

• Prepare and deliver ad hoc reports and quarterly analysis, including accident claims, Zero ZAPs, and Net Zero compliance metrics.
• Maintain accurate billing charge numbers for all vehicles, ensuring updates are consistently reflected across five systems.
• Ensure compliance with licensing, title management, and state transfer requirements.
• Manage all vehicle registration activities, including status requests, issue resolution, missing registrations, and DTH package requests; proactively monitor registration progress.
• Monitor overdue preventive maintenance and track active vehicle recalls ensuring timely resolution.
• Validate the accuracy of driver, vehicle, and billing data through routine audits and reviews.
• Administer driver setup in the Third-party system, including issuing, replacing, and managing fuel cards, and conducting quarterly driver reviews.
• Conduct monthly reviews of vehicle cost versus recovery data to identify discrepancies, inefficiencies, and utilization concerns.
• Perform vehicle cost audits, generate transaction reports, and provide billing support and cost analysis for fleet and project teams.
• Develop and distribute driver guidelines, safety materials, and ensure compliance with driver training, regional policies, and procedures.
• Resolve AECOM Accounts Payable (AP) coding rejections and discrepancies across five systems.
• Track fleet-related Net Zero emissions goals and support reporting requirements.
• Review fuel exception reports and flag potentially non-compliant transactions.
• Translate driver usage data into accurate mileage logs for submission, ensuring every trip is properly documented.
• Escalate issues and recommend resolutions to the Team Lead for timely support; propose alternatives in identified issues and assist in investigating and in resolving common and unusual issues.
• Ensure compliance with service level agreement, process, policies, and procedures

• Amenable for night shift schedule, 11PM to 8AM, Manila time.
• Bachelor's Degree in Occupational Health & Safety, Risk Management, Industrial Hygiene, Public Health, Procurement, Logistics, other related field, or an equivalent relevant experience
• 4-5 years of experience in Third Party management or similar field
• Experience supporting geographically diverse organizations
• Highly communicative and organized, responsive, and detail oriented
• In-depth knowledge of industry standards and regulations related to SH&E
• Strong analytical skills and ability to assess compliance risks effectively.
• Proficient in MS Office and database management
• Experience with data management and/or analytics platforms such as Microsoft PowerBI

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