Administrative Assistant - Fleet and Asset Operations (026-1227)

• 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 the 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, including staff hours, machinery usage, project charges, and progress claims.
• Match customer payments and remittance information against outstanding invoices.
• Identify and escalate invoice, payment, documentation, or allocation discrepancies.

• Experience in fleet administration, construction administration, accounts administration, data entry, or a similar role.
• Exceptional attention to detail and accuracy when working 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 in fleet, construction, civil, plant, equipment, or asset administration.
• Experience with Procore, Fuellox, fleet card systems, Xero, ERP, or asset management systems.
• Experience reviewing pre-starts, progress claims, supplier invoices, or project documentation.
• Previous experience supporting Australian businesses.
• Strong Excel or spreadsheet reporting capability.

• Fleet and asset records remain accurate, current, and reliable.
• Daily pre-starts and reported defects are reviewed and appropriately followed up.
• Fleet card and Fuellox activity is accurately reconciled.
• Supplier invoices, purchase orders, and customer invoices are entered accurately and correctly allocated.
• Missing documentation and discrepancies are identified before progressing through workflows.
• Outstanding issues are consistently followed up and escalated when required.
• Management receives clear and timely information across fleet, projects, and accounts.

• This is an administrative support role, not an account-management or approval position. The successful candidate will be responsible for checking, recording, reporting, following up, and escalating issues, but will not approve payments or invoices, make contractual decisions, sign off compliance requirements, or make operational or safety decisions.
• The role supports three businesses, with records and reporting kept separately by entity.
• The core principle of the role is:

CHECK → RECORD → REPORT → FOLLOW UP → ESCALATE

This is a long-term opportunity for a reliable and detail-focused professional who can provide accurate fleet information and administrative support to management across multiple Australian businesses.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)