Fleet Administration Expert

Purpose of the position: The Fleet Administration Expert is responsible for the day-to-day administration and monitoring of the company fleet, ensuring accurate fleet records, proper vehicle allocation, effective monitoring of vehicle usage and expenses, and compliance with established fleet, fuel and company policies. This role acts as a coordination point between HR, Finance, Procurement, vehicle users and fleet/service providers.

Main Tasks:

• Maintain and continuously update the central fleet database, ensuring accurate and complete information for all company-owned and leased vehicles.
• Maintain records of vehicle allocation, user, department/team, contract details, registration, insurance, maintenance status and other relevant vehicle information.
• Ensure all vehicle additions, replacements, transfers, returns, terminations and changes in allocation are properly recorded.
• Maintain and update the fleet management application with all relevant vehicle actions and changes.
• Record vehicle allocation, reassignment, repair, maintenance, service costs and other fleet-related activities in a timely manner.
• Monitor and maintain access to GPS fleet data and ensure relevant vehicle information is properly updated.
• Review GPS data to monitor vehicle usage, mileage and other relevant fleet indicators and prepare regular GPS-based reports and analysis for management.
• Coordinate and administer all requests related to vehicle allocation, reassignment, replacement or change of vehicle usage.
• Prepare the required approval forms and support documentation for changes in vehicle allocation.
• Prepare and submit Purchase Requisitions (PRs) for fuel purchases in accordance with approved requirements and procurement procedures.
• Coordinate the issuance, replacement, cancellation and reassignment of fuel cards as required.
• Reconcile fuel information with vehicle allocation, GPS/mileage data and financial records where applicable.
• Maintain records of vehicle repairs, preventive maintenance and service activities.
• Update the fleet management application with repair and maintenance actions and associated costs.
• Maintain an updated database of penalties by vehicle/user and monitor their status until resolution.
• Coordinate with relevant employees, managers and external parties to ensure timely identification and processing of penalties.
• Prepare regular fleet reports covering fleet inventory and allocation, vehicle utilization, GPS/mileage information, fuel consumption and costs, repair and maintenance costs.

Education: (MSc). University degree in Business Administration, Economics, Finance, Logistics, Engineering, Management or a related field.

Experience and Qualifications: 2–4 years of relevant experience in fleet administration, logistics, procurement, finance administration, HR operations or data/reporting; Experience in managing databases, operational records and financial/expense information; Previous experience with fleet management, GPS systems or fuel management is an advantage.

Skills:

Technical Skills

• Strong MS Excel skills, including data analysis, reconciliation and reporting.
• Experience with SAP ERP/HRIS or fleet management applications.
• Ability to work with GPS/fleet monitoring platforms.
• Good understanding of data accuracy, documentation and internal controls.

Core Competencies

• Analytical and problem-solving skills.
• Strong organizational and follow-up skills.
• Ability to manage multiple operational activities and deadlines.
• Good communication and coordination skills.
• Confidentiality and discretion when handling employee and company information.