Fleet Administrator

Job Vacancy Announcement: Fleet Administrator
Job Summary
We are seeking a meticulous and organized Fleet Administrator to support the daily operations of our vehicle fleet department. This role is pivotal in ensuring the fleet is rental-ready, legally compliant, and efficiently managed. The ideal candidate will have a proactive approach to administration, excellent coordination skills, and a keen eye for detail.
Key Responsibilities Fleet Operations
Prepare and circulate the Daily Rental Ready Report, ensuring vehicles are accounted for and rental-ready.
Generate Weekly Meeting Reports summarizing fleet operations updates, action points, and progress.
Track the incoming vehicle pipeline, monitoring delivery schedules and readiness status.
Follow up with suppliers and agencies for seamless vehicle procurement and handover.
Manage LPOs for new vehicle acquisitions and confirm order acknowledgments with agencies.
Oversee the insurance and registration process for all new fleet vehicles.
Ensure timely vehicle inspections and renewals in compliance with local transport regulations.
Arrange the collection of vehicle number plates and update fleet records.
Coordinate vehicle inspection (passing) requirements for Abu Dhabi (AD) and Dubai (DXB).
Administration & Documentation
Maintain up-to-date digital and physical records for vehicle registration, insurance, and inspection certificates.
Track and manage Salik tag issuance, ensuring accurate toll usage and reporting.
Maintain logs of spare keys and asset tracking, including GPS devices and regulatory updates on the ASATEEL portal.
Monitor buyback vehicles, documenting their condition, return status, and compliance.
Provide detailed monthly reports on fleet availability, usage, registration, and maintenance.
Client Support
Assist the Operations Team with client requests, ensuring timely resolution of issues regarding vehicle availability, documentation, or condition.
Alert relevant teams about document expiry dates for proactive renewals and compliance.
Additional Duties
Provide administrative and logistical support to the Operations and General Manager as required.
Qualifications and Skills Proven experience in fleet or administrative operations.
Strong organizational and multitasking skills.
Proficiency in fleet management systems and reporting tools.
Familiarity with vehicle registration, insurance, and compliance processes in the UAE.
Excellent communication and coordination abilities.
Attention to detail and a proactive problem-solving mindset.