Senior Associate - Fleet and Transport Management

Americana Restaurants; Sharjah; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading restaurant chain is seeking a Senior Associate to manage fleet and transportation operations. This role involves overseeing vehicle maintenance, ensuring regulatory compliance, and optimizing logistics operations. The ideal candidate will have over 5 years of experience in fleet management and a BSc in Business Administration or a related field. Strong organizational and analytical skills are essential for success in this position.

Qualifications

• 5+ years of solid proven experience as a fleet and transport expert.
• Understanding of government regulations relevant to fleet operations.
• Ability to manage multitasking and shifting priorities effectively.

Responsibilities

• Oversee all aspects of company fleet operations, including maintenance and repairs.
• Monitor government agencies for policy updates and compliance.
• Generate and analyze reports on vehicle performance and costs.
• Develop and manage bus routes and schedules for employee transportation.
• Handle employee inquiries related to company transportation services.
• Streamline procurement processes for transportation services.
• Research innovative technologies for optimizing logistics operations.
• Develop contingency plans for disruptions in transportation services.

Skills

Analytical skills

Interpersonal skills

Communication skills

Organizational skills

Problem-solving skills

Multitasking

Technical proficiency in Microsoft Office

Education

BSc in Business Administration/Operational Logistics

Tools

Microsoft Forms

Microsoft Lists

Microsoft Power Automate

Microsoft Power BI

Job description

Role Purpose

The purpose of the role is to oversee and manage various aspects of fleet, insurance, and transportation operations within the organization. This includes coordinating and supporting all fleet management activities, recording and updating vehicle transactions, ensuring compliance with regulations, managing permits and renewals, and handling logistical operations. The Employee Services Senior Associate will play a crucial role in promoting safe, cost‑effective, and efficient transportation services while responding to the needs of both internal staff and external authorities. In addition, the role is responsible for the implementation of good fleet management practices and policies across all field sites and company transportation. This involves the supervision of day‑to‑day business needs, ensuring the efficient running of delivery vehicles, and maintaining a vehicles rotation system (Motorbikes, Cars). The Senior Associate will ensure that standards of maintenance, documentation processes, invoices, fines, and budgets are controlled and upheld. Quick rectification of any problems is essential, contributing to the overall optimization of fleet operations and adherence to company policies and regulations.

Key Responsibilities

1. Fleet Management:

• Oversee all aspects of company fleet operations, including vehicle acquisition, maintenance, repairs, and disposal.

• Maintain accurate records of vehicle transactions, including hiring/off‑hiring, transfers, substitutions, etc.

• Review and allocate traffic fines to drivers, ensuring compliance with regulations.

• Manage the issuance and renewal of permits related to food transport and home delivery.

• Coordinate company annual registration renewals and truck inspections for entry and exit.

• Communicate effectively with staff, responding to their requirements regarding the fleet in accordance with company policies and government regulations.

2. Government Relations and Compliance:

• Monitor government agencies for policy updates and regulations relevant to company fleet operations.

• Ensure company policies and procedures adhere to all applicable traffic and transportation regulations.

• Proactively identify and address compliance risks related to fleet activities.

• Maintain strong relationships with government officials and regulatory bodies.

3. Reporting and Analysis:

• Generate and analyze reports on vehicle performance, fuel consumption, maintenance costs, and other key metrics.

• Review lease agreements, fuel invoices, and allocate costs to relevant cost centres.

• Respond to requests for information and generate reports as needed by various departments.

• Utilize data insights to identify areas for improvement and optimize fleet efficiency.

4. Logistics Operations:

• Develop and manage bus routes and schedules for employee transportation between accommodations and stores.

• Continuously evaluate and optimize routes in collaboration with operations teams.

• Liaise with transportation companies to arrange additional routes or schedule changes as needed.

• Monitor route performance and address any issues efficiently.

5. Employee Services:

• Handle employee inquiries and concerns related to company transportation services.

• Provide clear and accurate information about bus stop locations, schedules, regulations, and policies.

• Address employee complaints and resolve issues promptly.

6. Advanced Data Management and Reporting:

• Review lease agreements and vendor contracts related to transportation services.

• Streamline procurement processes in collaboration with other departments to ensure cost‑effectiveness.

• Leverage advanced Microsoft Office tools (MS Forms, Lists, PowerAutomate, BI) for efficient data management, analysis, and reporting.

• Utilize data‑driven insights to optimize logistics operations, reduce costs, and improve overall transportation performance.

7. Technology Integration for Logistics Optimization:

• Research and evaluate innovative technologies for optimizing logistics operations, including route planning software, telematics, and real‑time tracking systems.

• Implement technology solutions to enhance delivery accuracy, reduce transit times, and improve overall transportation efficiency.

• Stay up‑to‑date on emerging technologies and their potential application in the transportation sector.

8. Risk Management and Contingency Planning:

• Develop and implement contingency plans to address potential disruptions to transportation services, considering regulatory changes, cost implications, and operational impact.

• Collaborate with cross‑functional teams to establish resilient transportation strategies and mitigate risks.

• Conduct regular risk assessments and update contingency plans as needed.

9. Continuous Improvement and Innovation:

• Foster a culture of continuous improvement by actively seeking feedback and identifying opportunities for optimizing transportation processes.

• Explore and implement innovative solutions to enhance the efficiency and effectiveness of company transportation services.

• Stay informed about industry trends and best practices in fleet management and logistics.

10. Insurance Management:

• Communicate with insurance to issue new vehicle policies, cancel or adjust existing policies (coverage levels, drivers, vehicle use). • Report accident cases promptly and efficiently.

• Initiate property damage claims and assist with the claims process.

• Maintain accurate records of all insurance policies for company vehicles.

Experience, Qualification, Skills

• Education: BSc in Business Administration/Operational Logistics or a relevant field.
• Experience: 5+ years of solid proven experience as a fleet and transport expert.
• Understanding of government and all related authorities and company’s rules and regulations relevant to the current position.
• Excellent analytical, interpersonal, and communication skills.
• Strong organizational, problem‑solving, and analytical skills.
• Ability to manage multitasking and shifting priorities effectively.
• Technically‑savvy with proficiency in Microsoft Office, including advanced skills in MS Forms, Lists, Power Automate, and BI.