Admin Assistant, Cavite

The Admin Assistant (Inventory & Fuel Procurement) is responsible for providing administrative and operational support in monitoring fuel inventory levels, coordinating fuel replenishment requests, and assisting in procurement-related documentation for multiple gasoline stations. This position ensures that fuel ordering, delivery scheduling, and inventory reports are accurate, timely, and compliant with company procedures. The role requires strong attention to detail, coordination skills, and proper documentation practices to ensure uninterrupted fuel supply across all assigned stations.

• Monitors daily fuel inventory levels of assigned stations based on tank readings, sales reports, and delivery records.
• Maintains accurate inventory tracking reports for gasoline, diesel, and other petroleum products.
• Prepares daily, weekly, and monthly inventory summaries for management review.
• Assists in identifying inventory variances, shortages, overages, and potential fuel losses.
• Ensures all inventory records are updated and properly filed for audit purposes.

• Assists in preparing fuel replenishment requests based on station consumption trends and reorder points.
• Coordinates with suppliers, haulers, and depot representatives regarding fuel purchase orders and delivery schedules.
• Supports procurement activities by ensuring correct product volume, pricing, and delivery requirements are documented.
• Monitors and follows up pending deliveries to avoid stockouts and ensure continuous fuel availability at all stations.
• Ensures that procurement activities comply with company purchasing guidelines and approval processes.

• Prepares and organizes procurement-related documents such as purchase requests, purchase orders, delivery receipts, invoices, and tank calibration reports.
• Verifies completeness and accuracy of delivery documents including Bill of Lading (BOL), Delivery Receipt (DR), and supplier invoices.
• Encodes fuel deliveries and reconciles delivered volume versus ordered volume.
• Generates inventory reconciliation reports and submits them on schedule.
• Maintains proper documentation for internal and external audit requirements.

• Communicates regularly with station supervisors and pump attendants regarding inventory status and fuel replenishment needs.
• Assists station personnel in reporting tank levels, delivery confirmations, and product movements.
• Provides support in resolving inventory discrepancies through proper coordination and verification.

• Ensures all fuel procurement and inventory records follow company standards, government regulations, and internal control procedures.
• Assists in monitoring compliance with safety and operational policies related to fuel handling and storage.
• Supports management in ensuring accurate reporting for regulatory requirements, if applicable.

• Maintains filing systems (physical and digital) for all inventory and procurement documentation.
• Assists in preparing presentations, operational updates, and procurement summaries for management meetings.
• Performs other clerical and administrative duties assigned by the Operations Manager or immediate superior.