Contract management Executive/ Car rental document controller

Confidential Company; Dubai; On-site; AED 89,280 - 133,920; Full time

Job summary

Confidential Company in Dubai is seeking an organized Agreement Management and Billing Administrator to handle rental agreements, invoicing, and related compliance within the TARS and Speed platforms.

You will coordinate with Accounts and Operations, process fines and vehicle data, generate reports, and maintain accurate records while delivering prompt internal support.

Qualifications

• Experience in data entry, CRM or administrative support in a fast-paced environment.
• Proficient in Microsoft Excel and MS Office applications.
• Strong attention to detail with the ability to maintain accurate records.
• Excellent communication and coordination with internal teams.

Responsibilities

• Manage customer rental agreements, renewals, amendments and closures in the TARS CRM system.
• Upload documents in TARS on a timely basis and scan finalized agreements.
• Verify agreement details between TARS and Speed Request IDs for Sales and drivers.
• Generate monthly invoicing, credit/debit notes and statements within timelines.
• Coordinate with Accounts to correct and update contracts and billing.
• Monitor traffic fines via UAE portals and allocate to the correct agreements.
• Prepare reports and reconciliations for Finance, Accounts, and Operations.
• Provide prompt, accurate customer support on agreement, billing and account queries.

Skills

Data entry

CRM usage

Administrative support

Attention to detail

Multi-tasking

Communication skills

Learning agility

Tools

Microsoft Excel

Microsoft Office

TARS CRM

Speed

Job description

Agreement Management

• Manage customer rental agreements, renewals, amendments and closures in the TARS CRM system.
• Upload documents in TARS on a timely basis.
• Scan and upload finalized agreements.
• Verify that all agreement details match between TARS and Speed Request IDLs or verify customer documents whenever requested by the Sales team or drivers.
• Prepare vehicle cancellation reports by verifying vehicle status in TARS and the RTA portal.
• Add or remove vehicles in TARS and the Salik portal as requested by investors or authorized personnel.

Billing & Invoicing

• Generate accurate rental invoices, credit notes, debit notes and account statements within agreed timelines.
• Cross‑check that all e‑agreement contracts are opened correctly in Speed and create any missed agreements in Speed.
• Change customer names to company names in Speed as requested by the Accounts department.
• Coordinate with the Accounts department regarding agreement corrections, amendments and updates.
• Prepare and submit the monthly agreement finalization report to the Accounts department.
• Support the Accounts Receivable team by tracking outstanding invoices and assisting with payment follow‑ups.
• Identify and resolve billing, contract and customer account discrepancies.

Traffic Fines & Salik

• Monitor and process traffic fines through UAE government portals including RTA, Dubai Police, Abu Dhabi Police, EVG, MOI and other relevant authorities.
• Allocate traffic fines to the correct rental agreements and ensure timely customer billing.
• Respond to fine and fine location requests from the Sales team through the Telegram group.
• Prepare weekly Salik and Darb reports for all investor companies.
• Add or remove vehicles from the Salik portal whenever required.

Reporting & Reconciliation

• Generate monthly TARS reports for Finance, Accounts, F&A and Operations reconciliation.
• Prepare daily, weekly and monthly operational reports including invoicing, receivables, contract renewals, Salik, Darb and traffic fines.
• Prepare vehicle cancellation reports and other operational reports as required.

Customer Charges & Interdepartmental Coordination

• Verify damage charges with the Maintenance team before charging customers.
• Coordinate with the Sales, Operations, Fleet, Maintenance and Finance teams to ensure accurate contract billing and vehicle information.
• Assist the Operations, Sales and Accounts teams by providing agreement‑related information and support.
• Deliver prompt and accurate customer support by resolving agreement, billing and account‑related queries.

Additional Responsibilities

• Coordinate with the RTA department to verify and dispute traffic fines that may have been issued incorrectly.
• Follow up with the RTA department to obtain complete details for traffic fines when information is incomplete or unavailable.
• Coordinate with the RTA department to resolve any issues related to adding or updating vehicles in the TARS system.

Qualifications

• Experience in data entry, CRM or administrative support (preferably in the car rental or automotive industry).
• Good knowledge of Microsoft Excel and Microsoft Office applications.
• Strong attention to detail with the ability to maintain accurate records.
• Ability to manage multiple tasks and meet deadlines.
• Good communication skills for coordinating with internal departments and government authorities.
• Basic understanding of UAE traffic fines, Salik, Darb and RTA systems is an advantage.
• Ability to work with CRM systems such as TARS and rental management systems such as Speed (preferred).
• Willingness to learn new systems and adapt to operational requirements.