Assistant Manager Fleet Administration

Budget Rent a Car, UAE; Dubai; On-site; AED 120,000 - 150,000; Full time

Job summary

A leading car rental company in Dubai is seeking an Assistant Manager for Fleet Administration. This role involves overseeing fleet operations, managing insurance and fuel control, and ensuring compliance with regulatory requirements. The ideal candidate should possess 5-10 years of experience in fleet administration within the car rental industry along with local experience and proficiency in fleet management software. A strong understanding of RTA regulations and excellent communication skills are essential. This is a crucial position for maintaining operational excellence.

Qualifications

• 5–10 years of experience in fleet administration in the car rental industry.
• Local (UAE or GCC) experience is a must; international exposure is a plus.

Responsibilities

• Manage and oversee fleet operations, including insurance and fuel control.
• Coordinate with government entities for vehicle registration and documentation.
• Conduct accident inspections and handle repair estimates.

Skills

MS Excel

Fleet management software

Telematics platforms

RTA regulations knowledge

Education

Diploma or Bachelor’s in business, Automotive, Logistics, or similar

Job description

Job Purpose:

The Assistant Manager – Fleet Administration is responsible for managing and overseeing the administrative backbone of fleet operations with a strong focus on insurance management, fuel control, fines management, accident estimation, PDI & registration of new units, supplier coordination, and GPS tracking operations. This role ensures full compliance, cost control, accurate documentation, and operational continuity across the entire fleet.

Roles and Responsibilities:

PRO & Government Transactions

• Coordinate with government entities (RTA, Police, Traffic Departments, Insurance Authorities).


• Handle vehicle registration, renewal, permit processing, and all regulatory documentation.


• Resolve traffic violations, black points, and legal/administrative requirements.


• Preparing the Letters for Hayaza.


• Contracting the customers to clear the block fines.


• Releasing the impounded vehicles.


• Following up with all the government entities.


• Writing all the NOC and the Arabic Letters upon request.

Insurance Management

• Manage and renew fleet insurance policies (comprehensive/third-party).


• Handle insurance claims for accidents, damages, and total-loss cases.


• Coordinate assessments with insurance surveyors and ensure fast claim settlement.


• Maintain insurance logs, policy validity trackers, and claim cost reports.

Fuel Control & Consumption Monitoring

• Monitor and control fuel station / Cards, fuel authorizations, and consumption patterns.


• Identify misuse, abnormal usage, or operational inefficiencies.


• Preparing the reconciliation and reordering the fuel.


• Generate monthly cost-per-km and fuel consumption reports.


• Coordinate with fuel providers for card issuance, blocking, replacement, and reconciliation.

Fines & Block Fine Management

• Monitor and manage all fleet fines across traffic systems (RTA, SALIK, police, municipalities).


• Track outstanding fines and handle clearance and payment approvals.


• Investigate repeated violations and upscale high-risk driver behavior.


• Maintain fine logs and compliance reporting.

Accident & Damage Estimation

• Conduct or coordinate physical inspections for accident/damage cases.


• Prepare repair estimates and assess cost against insurance/driver liability.


• Verify workshop quotations and ensure accurate job card documentation.


• Follow up until repair completion and vehicle return to service.


• Prepare the damage estimation to be charged to the customers.

New Vehicle PDI, Preparation & Registration

• Oversee pre-delivery inspection (PDI) with dealers to ensure vehicle readiness.


• Verify accessories installation, branding, fleet specifications, and operational requirements.


• Manage registration/plate issuance and ensure new vehicles enter the fleet system correctly.


• Coordinate with workshop for internal preparation and asset tagging.

Dealer & Supplier Coordination

• Maintain daily communication with vehicle dealers, spare parts suppliers, tyre vendors, GPS providers, and workshop contractors.


• Ensure timely delivery of parts, vehicles, and services according to SLAs.


• Evaluate supplier performance and support procurement in negotiation processes.


• Maintain contract documents, LPO follow-ups, and service quality control.

GPS Tracking & Telematics Management

• Oversee installation, activation, and maintenance of GPS/IVMS units.


• Monitor live tracking, route deviations, idling, harsh driving events, and asset utilization.


• Work with the GPS vendor to resolve system issues and ensure full fleet visibility.


• Generate telematics reports for management, safety team, and operations.

Reporting & Administration

• Maintain updated fleet records: registration, insurance, fuel, telematics, fines, and cost summaries.


• Prepare weekly/monthly reports including accident logs, PDI status, new vehicle onboarding, and fuel KPI sheets.


• Support audits, compliance checks, and data verification processes.

Vehicles Renewal Across the Fleet (Registration Management)

• Manage and track the renewal schedule of all fleet vehicles, ensuring zero expiry or downtime due to registration delays.


• Monitor upcoming expiry dates for registration cards, plates, permits, and commercial vehicle licenses.


• Coordinate with RTA, Traffic Departments, and Tasjeel/ other test centers for timely inspection and renewal.


• Organize vehicle movement to testing centers and ensure all documents (insurance, ID, fleet records) are ready.


• Ensure all renewal fees, inspection charges, and document uploads are processed on time.


• Maintain a fully updated renewal tracker with status (due, in-process, completed).


• Communicate with drivers, operations, and workshop teams to ensure vehicles are available for renewal inspections.


• Resolve any renewal rejections, technical issues, or compliance violations flagged during testing.


• Upload new registration cards into the fleet system and archive documentation for audit readiness.


• Prepare monthly reports on renewal performance, overdue units, and operational risks caused by renewal delays.

Education Qualification and Experience:

• Diploma or bachelor’s in business, Automotive, Logistics, or similar.


• Proficiency in MS Excel, fleet management software, and telematics platforms.


• Strong knowledge of RTA regulations, insurance processes, and fleet systems.


• 5–10 years of experience in fleet administration experience in car rental industry.


• Local (UAE or GCC) experience is must; international exposure is a plus, especially in similar operational roles

Please note that only shortlisted candidates will be contacted. Thank you for your interest in joining .