Job Description

The Fleet and Admin Services Coordinator/Admin Assistant performs a wide range of administrative, fleet, facilities, and office-support activities for the organization. The role supports non-executive employees and groups by preparing correspondence, reports, presentations, agendas, and minutes, while maintaining accurate records, files, and documents related to assigned responsibilities.

The role coordinates fleet and shuttle services, driver schedules, meeting and training room reservations, front-desk services, vendor invoices, mail and package handling, VIP arrangements, and travel-support requirements for RELX employees travelling to Iloilo, including hotel accommodations, transportation, and other related travel needs.

Accountabilities

Delivery and Vendor Invoice Management

Receive and verify all deliveries.
Receive invoices from vendors
Collate, organize, file, and monitor related documents.

Front Desk Management

Assist applicants, visitors, and VIP guests.
Receive, screen, visitors, mail, and emails as needed.

Mail and Package Management

Manage incoming and outgoing documents, packages, and other work-related items.
Monitor the cross-charging of shipment costs by division cost center.

Shuttle and Driver Management

Monitor and handle shuttle requests through the shuttle tool.
Prepare shuttle-utilization reports.
Manage driver schedules and update shuttle routes as needed.
Coordinate vehicle maintenance schedules, including car washing, interior detailing, and repairs.

Meeting and Training Room Reservation Management

Approve and monitor meeting and training room requests.
Conduct walkthrough inspections of meeting and training rooms.
Generate monthly utilization reports.
Support room setup requirements based on approved requests.

VIP Setup and Welcome Screen Management

Monitor VIP setups and other room setups based on approved requests.
Update and maintain welcome screens for VIP visitors.

Travel Support for RELX Employees in Iloilo

Coordinate travel-support requirements for RELX employees travelling to Iloilo.
Arrange hotel accommodations and hotel transportation, in accordance with company policies and approved travel requests.
Provide other necessary travel support, including coordination with hotels, transport providers, and relevant internal stakeholders.
Maintain accurate records and ensure timely processing of travel-related requests and expenses.

Administration of Service Tools

Manage and support the use of meeting and training room reservation tools.
Manage and support the use of the shuttle request tool.
Maintain accurate data and records within assigned administrative tools.

Qualifications

Bachelor's Degree holder
Has basic administrative, coordination, and customer-service skills.
Demonstrates good communication, organization, attention to detail, and professional courtesy.
Is able to follow defined procedures and resolve routine concerns using existing processes.
Is comfortable using standard business applications, including word-processing, presentation, spreadsheet, email, and scheduling tools.
Is open to, willing to use, and accepts the use of approved AI-enabled tools to support work efficiency and quality, in compliance with company policies, data privacy requirements, and information-security guidelines.
Work experience in administrative support, customer service, travel coordination, or a related field is an advantage.
Perform other duties as assigned by management.
Ability to quickly learn and apply enterprise AI tools and technologies to support technical workflows and business objectives.

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Fleet and Admin Services Coordinator I