Fleet & Admin Executive

● Position: GA STAFF (Fleet & Administration)
● Dept: GA (General Affairs)
● Location: 16F, Cobi Tower II, 2-4 street 8, Tan My Ward, HCMC
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JOB SUMMARY:
The GA Staff is responsible for managing and operating the company's vehicle fleet - 8 x 7-seat cars and 2 x 16-seat buses - and for tracking related costs including vehicle insurance, fuel, tolls, road fees, and repairs, as well as other General Affairs administrative costs such as printer fees, Grab, office rental, office electricity, and miscellaneous expenses. The role requires strong numerical/data skills and fluent English.
JOB DESCRIPTION:
1. Fleet Management & Operations
● Manage the daily operation and scheduling of the company's vehicle fleet: 8 x 7-seat cars and 2 x 16-seat buses.
● Coordinate drivers' schedules and vehicle assignments to meet business and transportation needs.
● Monitor vehicle condition, mileage, and maintenance schedules.
● Arrange and track vehicle insurance renewals.
● Manage vehicle repair and maintenance requests; coordinate with garages and service providers.
● Track and process toll fees and road-usage fees for each vehicle.
● Track and manage fuel costs and consumption across the fleet.
● Ensure all vehicles comply with registration, inspection, and legal requirements.
2. Cost & Budget Management
● Track and manage all fleet-related expenses: insurance, fuel, tolls, road fees, and repairs/maintenance.
● Track and manage Grab/ride-hailing expenses.
● Track and manage printer/copier costs.
● Track and manage office rental and office electricity costs.
● Track and manage other miscellaneous General Affairs expenses.
● Prepare monthly cost reports and budget-vs-actual analysis for all managed cost items.
● Propose cost-saving initiatives and monitor budget compliance.
3. Administrative & Vendor Coordination
● Liaise with vendors and service providers for vehicle insurance, repair shops, fuel cards, and office services.
● Process invoices and payment requests related to fleet and office administrative costs.
● Maintain accurate records and documentation: vehicle logs, insurance documents, maintenance history, and cost records.
● Support other General Affairs tasks as assigned.
REQUIREMENTS:
● Bachelor's degree in Business Administration, Economics, or a related field (or equivalent relevant experience).
● Experience in General Affairs, fleet management, facilities/administration, or a related role is preferred.
● Strong numerical and data management skills - able to track, analyze, and report accurately across multiple cost categories.
● Fluent English communication (spoken and written) is required.
● Proficient in MS Excel and MS Office.
● Detail-oriented, well-organized, and able to manage multiple ongoing cost items simultaneously.
● Good communication and vendor-negotiation skills.
● Honest, responsible, with a strong sense of ownership over company assets and expenses.
SALARY: Negotiable based on experience and capability (From 12.000.000 VND Gross)
BENEFITS:
● Company-provided laptop/desktop; company car available for business trips
● Opportunities to attend overseas exhibitions, research programs, and Korea trips (for outstanding employees)
● Full salary-based social insurance coverage
● Free coffee, tea, and soft drinks at the office
● Employee discounts on all COBI GROUP products
● Foreign language training support: 50% of monthly tuition (up to 1,000,000 VND/month)
● Child tuition support: 500,000 VND per child (from 3 years old). Up to 2 children per employee
● Domestic & international business trips: All expenses covered by the company. Additional daily travel allowance
● Overtime compensation in accordance with Labor Law
● Annual health check-up
● Salary review once per year & 13th-month salary
● Seniority allowance: +300,000 VND/year (after every 12 months of service)
● 12 days of annual leave
● Trade Union membership upon signing official labor contract, with full benefits for holidays, birthdays, and welfare programs
OTHER INFOMATION:
● Time to work: 8:00 am - 18:00 pm (Monday - Friday)
● Location: 16Fl, Cobi Tower II, 2-4 street 8, Tan My Ward, HCMC.
● Contact: [protected info] or email [protected info]