[Hiring] Safety & Fleet Administrative Coordinator @Emapta

Role Description

The Safety & Fleet Administrative Coordinator supports a respected home interiors manufacturer through accurate records, timely coordination, and confidential administration. Enjoy permanent work from home, fixed weekends off, and opportunities to develop your expertise with Emapta—a career destination for top 1% talent seeking professional growth and balance.

Qualifications

• High school diploma or equivalent
• College coursework or a degree in Business Administration or a related field preferred
• 1-3 years of relevant administrative, data entry, or virtual assistant experience, ideally supporting U.S.-based clients
• Experience with fleet management, telematics, or HRIS software is preferred
• Proficiency in Microsoft Office applications, including Outlook, Excel, and Word
• Understanding of basic recordkeeping and electronic filing practices
• Familiarity with fleet, logistics, or transportation terminology is a plus

Requirements

• Strong attention to detail and accuracy in data entry and document review
• Strong written and spoken English proficiency suited to professional U.S. business communication
• Strong organizational skills to manage multiple tasks, follow-ups, and deadlines
• Demonstrated ability to work independently in a remote environment with minimal supervision
• Commitment to following established procedures and escalating issues to the appropriate supervisor
• Sound judgment in maintaining confidentiality and handling sensitive information appropriately
• Reliable internet connection and a dedicated, secure home workspace suitable for handling confidential employee, driver, and company information
• Availability for primarily computer- and phone-based work aligned with U.S. Central Time business hours
• Ability to sit and use a computer, phone, and standard office peripherals for extended periods
• Manual dexterity to operate standard office peripherals
• Ability to pass a criminal background check and other pre-employment screening requirements under the standard onboarding process

Responsibilities

• Enter, upload, and organize fleet and safety records in the company's designated systems, ensuring documents are correctly named, filed, and complete in accordance with company procedures.
• Upload and maintain vehicle maintenance, repair, registration, and inspection documentation, keeping vehicle files current.
• Upload driver-related documents as directed and authorized, and flag missing or expiring items to the Fleet Manager.
• Send routine emails to drivers, managers, vendors, and internal departments to request documents, confirm information, and follow up on outstanding items.
• Track renewal, inspection, and document due dates using spreadsheets or system reports, and send reminders before deadlines.
• Assist with coordinating vehicle maintenance, inspections, and safety training schedules with U.S.-based staff and vendors.
• Generate basic reports and summaries from fleet systems as requested by the Fleet or Safety supervisor.
• Handle confidential employee, driver, and company information in accordance with company data security requirements.

Benefits

• Competitive Salary Package
• Night differential pay to maximize your earnings
• Fixed weekends off
• Permanent WFH arrangement
• HMO coverage with free dependent upon regularization
• Salary Advance Program through our banking partner (Eligibility and approval subject to bank assessment. Available to account holders with minimum of 6 months company tenure.)
• Unlimited upskilling through Emapta Academy courses
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer!
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used at your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment