Fleet Nonpool Supplier Accreditation Officer

Job Summary

The Nonpool Supplier Accreditation Officer builds and maintains a nationwide network of accredited nonpool (3rd-party) vehicle suppliers. With the no-turn-down policy, nonpool requests are increasing, and many areas currently have no accredited supplier. This role makes sure every branch area has reliable, fairly priced suppliers ready to serve, so the Fleet Nonpool and Disposal Officer can fulfill requests quickly. The position also processes payment requests and deposits payments for nonpool suppliers so they are paid on time.

Key Responsibilities

● Supplier Sourcing and Accreditation

• Identifying potential nonpool suppliers in every branch area, prioritizing areas with the most requests and no current supplier
• Collecting and checking accreditation requirements: DTI/SEC registration, BIR 2303, Mayor's permit, vehicle OR/CR, insurance and bank details.
• Inspecting or validating the condition of supplier vehicles before accreditation.
• Submitting complete accreditation packages for approval and keeping the accredited supplier masterlist updated.

● Rates and Agreements

• Negotiating competitive rental rates and terms, and maintaining a rate card per area and vehicle type.
• Coordinating supplier agreements with Procurement and Legal.

● Supplier Performance and Compliance

• Monitoring supplier performance: unit availability, on-time delivery, vehicle condition and billing accuracy.
• Conducting a quarterly supplier evaluation and recommending removal of poor performers.
• Tracking expiring supplier documents and requesting renewals before expiry.

● Supplier Payment Processing

• Preparing and processing payment requests for nonpool suppliers based on validated billings and complete supporting documents.
• Coordinating with Finance until payments are approved and released.
• Depositing supplier payments to the designated bank accounts and sending proof of payment to suppliers
• Keeping an updated payment tracker per supplier, including amounts, dates and deposit references.

● Nonpool Support and Reporting

• Endorsing available accredited suppliers to the Fleet Nonpool and Disposal Officer for each request.
• Serving as backup for nonpool sourcing during the Fleet Nonpool and Disposal Officer's absence.
• Submitting a weekly accreditation status and a monthly supplier coverage report to the Fleet Manager.