Administrative Assistant – Fleet and Asset Operations

Hunt St

. Maintain accurate fleet and asset records across multiple business entities .

Posted 9/18/2026contractRemote • PhilippinesMid-LevelSenior💰 A$1,500 - A$1,800 per monthWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in fleet and asset administration, including data entry, reconciliation, and reporting. Proficient in using tools like Procore and Xero to manage documentation and financial transactions while ensuring accuracy and compliance.

Highest-signal resume keywords

Fleet AdministrationData ReconciliationProcore ExperienceXero ExperienceAttention to Detail

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Data EntryExcel SkillsFleet Card SystemsAsset Management SystemsReporting Capability

Soft Skills

Organisational SkillsFollow-Up SkillsWritten CommunicationVerbal CommunicationProblem-Solving

Tools & Technologies

ProcoreXeroFuelloxERP Systems

Industry Keywords

Fleet AdministrationConstruction AdministrationAccounts AdministrationAsset AdministrationCivil Engineering

Tech Stack

Tools & technologies

ERP

About the role

Key responsibilities & impact

Maintain accurate fleet and asset records across multiple business entities
Review daily pre-starts, identify missing submissions, and record reported defects or issues
Reconcile fleet card transactions against Fuellox fuel usage and asset records
Investigate unusual or inconsistent fuel transactions and escalate discrepancies
Maintain the asset register, including registrations, locations, operators, status, and maintenance information
Track outstanding repairs, documentation, and fleet-related requirements
Prepare regular fleet reports covering fuel usage, pre-starts, defects, repairs, and items requiring management attention
Enter and update project information in Procore
Review contractor uploads, including site photos and progress claims, for completeness
Follow up missing certificates, documentation, or supporting information
Enter supplier invoices into Xero and Procore with correct entity, project, cost code, and supplier allocation
Raise purchase orders based on approved purchasing instructions
Match supplier invoices against purchase orders and delivery documentation, checking quantities, pricing, GST, and supporting records
Raise customer invoices based on approved billing information
Match customer payments and remittance information against outstanding invoices
Identify and escalate invoice, payment, documentation, or allocation discrepancies
Check, record, report, follow up, and escalate issues without approving payments or invoices or making operational decisions

Requirements

What you’ll need

Philippines-based candidate
Experience in fleet administration, construction administration, accounts administration, data entry, or a similar role
Exceptional attention to detail and accuracy across multiple systems and records
Strong Excel and data reconciliation skills
Excellent written and verbal English communication skills
Strong organisational and follow-up skills
Ability to identify discrepancies and escalate issues appropriately
Comfortable working independently within documented processes
Ability to manage confidential and commercially sensitive business information
Reliable remote working setup with strong internet connectivity
Experience with fleet, construction, civil, plant, equipment, or asset administration highly regarded
Experience with Procore, Fuellox, fleet card systems, Xero, ERP, or asset management systems highly regarded
Experience reviewing pre-starts, progress claims, supplier invoices, or project documentation highly regarded
Previous experience supporting Australian businesses highly regarded
Strong Excel or spreadsheet reporting capability highly regarded

Benefits

Comp & perks

100% remote work from home
Flexible time management as an independent contractor while aligning with AU business hours
Detailed process documents and flowcharts provided
Long-term opportunity