Fleet Administration Manager

Budget Rent a Car, UAE; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading vehicle rental company in Dubai is seeking a Fleet Administration Manager to oversee the lifecycle of fleet operations, ensuring compliance with regulations and effective financial management. The role requires strong leadership skills and extensive experience in fleet administration. Join us to support the efficiency and profitability of our fleet operations.

Benefits

Competitive salary

Health insurance

Professional development opportunities

Qualifications

• Minimum of 8-10 years of experience in fleet administration, automotive logistics, or similar role.
• At least 5 years in a managerial capacity.
• Experience in the car rental or logistics industry in the UAE is highly preferred.

Responsibilities

• Design and manage processes for vehicle lifecycle administration.
• Ensure compliance with UAE regulations.
• Oversee financial stewardship for fleet-related expenses.
• Lead and mentor the admin team.

Skills

Attention to detail

Cost analysis

Regulatory compliance

Team leadership

Data analysis

Education

Bachelor’s degree in business administration, Finance, Logistics

Tools

Microsoft Excel

Job description

The Fleet Administration Manager is a critical role responsible for the entire lifecycle of administrative and financial operations for the company's vehicle fleet. This position ensures all fleet-related documentation, licensing, registration, compliance, and financial processes are executed with maximum efficiency, accuracy, and compliance with UAE federal, emirate-specific regulations and company policies. Working closely with physical operations (Fleet Manager), the incumbent will leverage data and robust processes to control costs, mitigate risk, and support the profitability of the fleet.

Roles and Responsibilities

1. Fleet Documentation & Lifecycle Administration:

• End-to-End Process Ownership: Design, implement, and manage a seamless, standardized process for the administration of every vehicle from pre-delivery to final disposal. This includes creating checklists for new vehicle onboarding (e.g., confirming chassis number accuracy, coordinating initial registration) and de-fleeting (e.g., ensuring all liabilities are cleared before sale).
• Centralized Record Management: Establish and maintain a single source for all fleet documentation, including vehicle registration cards (Mulkiya), insurance certificates, purchase invoices, lease agreements, and transfer documents. Implement a digital archiving system for easy retrieval and audit readiness.
• Insurance Program Administration: Act as the primary admin lead for the fleet insurance program. Responsibilities include:
• Maintaining an accurate and up-to-date vehicle schedule for the insurer.
• Facilitating the timely processing of insurance claims by providing all required documentation to the insurer and the Finance department.
• Analyzing insurance-related costs and reporting on trends.

2. Proactive Compliance & Regulatory Governance:

• Regulatory Intelligence: Proactively monitor the official portals and communications from UAE federal and emirate-specific authorities (RTA, Dubai Police, Abu Dhabi Police, Darb, etc.) for any changes in legislation, processes, or required documentation that impacts the fleet.
• Compliance Auditing: Conduct regular internal audits of a sample of vehicles across different emirates to ensure 100% compliance in registration, insurance, and testing standards. Pre-emptively identify and rectify any discrepancies.
• Policy & Procedure Development: Develop, document, and disseminate clear Standard Operating Procedures (SOPs) for all fleet administration tasks to ensure consistency and compliance across the organization.

3. Vehicle Maintenance & Repair Billing Control:

• Maintenance Administration Oversight: Manage the administrative framework of the preventive maintenance program. Ensure that reminders are generated, work orders are accurately logged in the system, and that all maintenance activities are fully documented for each vehicle's history.
• Billing Verification: Implement a rigorous process for reviewing, verifying, and approving all maintenance, repair, and tire-related invoices from vendors and workshops.
• Task Validation: Cross-reference invoices with work orders to ensure all billed tasks were authorized and completed.
• Parts Validation: Verify the cost and quantity of parts used against standard price lists and the vehicle's recorded mileage.
• Warranty Recovery: Ensure all repair orders are checked for potential manufacturer or part warranty coverage before payment is processed, maximizing cost recovery.
• Cost Analysis & Reporting: Track and analyze maintenance spend by vehicle, vehicle type, vendor, and branch. Identify outliers, trends, and opportunities for cost savings. Report these findings to the Fleet Manager and CFO.

4. Financial Stewardship & Cost Optimization:

• Budgetary Control: Work with the CFO to develop the annual budget for all fleet administration costs (registration renewals, fine management, testing fees, etc.). Track actual spend against budget and provide detailed variance analyses.
• Invoice Management: Oversee the entire accounts payable process for fleet-related expenses. Validate all invoices for accuracy against services rendered (e.g., confirming registration fees are correct) before submitting for payment.
• Fine Management System: Establish a robust process for the management, validation, allocation, and dispute of traffic and parking fines. This includes:
• Implementing a system to quickly assign fines to the responsible rental customer or branch.
• Working with the Government Relations Officer to formally dispute incorrect fines through the official channels.
• Reporting on fine trends to the Fleet Manager to identify problematic areas or driver behaviors for targeted training.

5. Collaboration & Government Liaison:

• Team Leadership: Lead, mentor, and develop a high-performing admin team. Foster a culture of continuous improvement, accuracy, and exceptional internal customer service for the operations team.
• Partnership with Fleet Manager: Maintain a daily, collaborative relationship with the Fleet Manager. Ensure the administrative operations fully supports the logistical and operational work (e.g., planning registration timelines around vehicle maintenance schedules, ensuring smooth documentation flow for quick dealer transfers).
• TARS: Ensure timely opening and closing of TARS contract.
• Collaboration with Government Relations Officer: This is a critical partnership.
• Channel for Communication: Utilize the Government Relations Officer as the primary channel for all formal communications and negotiations with government entities, ensuring a consistent and professional corporate representation.

6. Procurement & Disposal Support:

• New Vehicle Procurement: Work closely with the Procurement team to ensure all necessary documentation (e.g., proof of purchase, conformity certificates, import documents) is accurately received from the supplier to facilitate a swift and error-free first-time registration process.
• Vehicle Disposal Support: Provide comprehensive administrative support for the end-of-life process. This includes preparing all required documentation for car auctions and private sales, ensuring the smooth transfer of ownership to the buyer, and providing the Finance team with the necessary paperwork to process the de-capitalization of the asset.

Qualifications/Requirements/Experience

• Education: Bachelor’s degree in business administration, Finance, Logistics, or a related field.
• Experience: Minimum of 8-10 years of experience in fleet administration, automotive logistics, or a similar role, with at least 5 years in a managerial capacity.
• Industry Background: Experience within the car rental, leasing, automotive, or logistics industry in the UAE is highly preferred.
• Technical Skills: Expert knowledge of UAE vehicle registration and traffic laws across multiple emirates. Advanced skills in MS Office (especially Excel for data analysis and reporting).
• Language: Fluency in English is essential. Proficiency in Arabic is a significant advantage.

Please note only shortlisted candidates will be contacted. Thanks for your interest in joining us!