Job Title: Administrative Assistant
Company: GT Rentals PH
Location: Stay-in, Taguig City
Job Type: Full-Time, Stay-in/Onsite
Reports To: Office Manager / Operations Manager
I. Job Purpose
- Support day-to-day operations, logistics, and documentation activities.
- Maintain accurate internal records and trackers.
- Coordinate with drivers and booking officers to ensure workflow continuity.
- Ensure timely processing of contracts, invoices, and reports.
II. Key Result Areas and Responsibilities
Operational Coordination
- Monitor Trello board and update card statuses (e.g., approved, deliveries, pickups, refunds, maintenance).
- Track driver activities in group chats and log turnover photos or issues (fuel discrepancies, damage, etc.).
- Attach RFID balance reports for vehicles scheduled for delivery; escalate negative balances.
Sales & Contract Processing
- Process Sales Invoices for confirmed bookings.
- Prepare and finalize rental contracts at least one day before the rental start date.
Inventory and Unit Documentation
- Update odometer readings based on driver turnover reports.
- Encode new vehicle/unit details into the Unit Directory.
- Monitor vehicles due for preventive maintenance (PMS) and alert officers in advance.
Trackers and Records Management
- Update the following trackers regularly:
- Refund Tracker
- Operator Payment Tracker
- Parking Slot (T3) Tracker
- Invoice Tracker for confirmed bookings
Driver Timesheets & Performance Logs
- Prepare monthly summaries of driver activity:
- Number of clients served
- Total days worked
- Submit logs every 30th or 31st of the month.
Calendar and Document Handling
- Maintain and update Google Calendar for managed/full-operator units.
- Use Pandadoc to:
- Upload vehicle images
- Generate invoices and quotations for new units
III. Key Performance Indicators (KPIs)
- 100% real-time updates on Trello and trackers within 24 hours.
- Zero errors in RFID balance and vehicle documentation reports.
- Timely submission of driver summaries (on or before the 3rd of the month).
- 100% PMS due units flagged at least 7 days in advance.
- All invoices and contracts completed 24 hours before client use.
- Prompt communication and response to group chat coordination (within 15–30 minutes).
IV. Qualifications and Requirements
Education
- College-level education preferred.
- Administrative or office management training is a plus.
Experience
- At least 1–2 years of experience in administrative or operational support.
Technical Skills
- Proficient in Google Workspace (Docs, Sheets, Calendar, Drive).
- Familiarity with Trello, Pandadoc, or similar platforms is an advantage.
Soft Skills
- High attention to detail and strong organizational skills.
- Clear and proactive communication.
- Ability to multitask and prioritize urgent updates.
- Comfortable working independently in a stay-in setup.
V. Work Details
- Schedule: Full-Time (Stay-in)
- Location: Taguig City
- Tools Required: Computer or laptop, internet connection, mobile phone
- Reports To: Office Manager / Operations Manager
Job Type: Full-time
Pay: Php18,000.00 - Php20,000.00 per month
Benefits:
- Flexible schedule
Schedule:
- 10 hour shift
- 12 hour shift
- 8 hour shift
- Afternoon shift
- Day shift
- Early shift
- Evening shift
- Flextime
- Holidays
- Late shift
- On call
- Overtime
- Rotational shift
- Weekends
Supplemental Pay:
- 13th month salary
Work Location: In person
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