Fleet & HR officer

Aerospacelab; Mont-Saint-Guibert; On-site; EUR 42,000 - 60,000; Full time

Job summary

Aerospacelab is seeking a Fleet & HR Coordinator to manage the company vehicle fleet and coordinate internships and student workers (BE/FR).

You will work with the Fleet Manager to maintain vehicle lists, process insurance and maintenance, and handle recruitment coordination across BE/FR schools, ensuring contractual compliance and efficient admin processes.

Qualifications

• Bachelor's or Master's degree in automotive, insurance, human resources, management, or a related field.
• Good understanding of BE/FR labor administration processes (or willingness to learn quickly).
• Fluent in French and English (written and spoken).
• Strong organizational skills, administrative rigor, and autonomy.
• Good interpersonal skills, comfortable interacting with a variety of stakeholders (internal and external).

Responsibilities

• Fleet Management: establish and maintain company vehicle lists; liaise with HR on employees' vehicles; handle administrative and operational vehicle management (fines, claims, insurance, maintenance); draft procedures for drivers; place and follow up on vehicle orders; main contact with leasing companies and dealerships; organize vehicle inspections.
• Recruitment & School Relations: centralize requests for interns, apprentices, student workers (BE/FR); coordinate candidate selection; manage relationships with schools and universities: partnerships, job days, distribution of job offers.
• Contracts & Compliance: draft internship agreements, apprenticeship contracts, student contracts BE/FR; ensure compliance; NDA before start date; supervise assigned work.
• Administrative Procedures: handle start-of-employment declarations (Dimona BE, DPAE/URSSAF and OPCO FR); manage student employment specifics; submit subsidy and training aid applications (BE/FR); manage VIE files with Business France.
• Follow-up: track amendments, extensions, end of assignment; provide mentoring and evaluations; maintain reporting on headcount, costs, subsidies, conversions; monitor BE/FR regulatory changes.

Skills

Fluent French

Fluent English

Strong organizational skills

Autonomy

Interpersonal skills

Education

Bachelor's or Master's degree in automotive, insurance, HR, management

Tools

Odoo

Job description

About Aerospacelab

Our mission is supported by an ambitious vertically integrated approach: design & manufacture of small satellites combined with development of earth observation services.

Since its creation in 2018, the company has already grown substantially. Our team gathers more than 25 engineering expertise, from hardware design to software development & data science.

In 2026, Aerospacelab counts offices in Louvain-la-Neuve (Belgium), Toulouse (France), Lausanne (Switzerland) and US West Coast with more than 450 full-time employees, with the ambition to position itself as the European leader in small satellites.

Role overview

Aerospacelab is looking for a Fleet & HR Coordinator to join our team. This dual role combines the operational and administrative management of our company vehicle fleet with the coordination of recruitment and administrative processes for interns, apprentices, and student workers (BE/FR).

Key responsibilities

Fleet Management

• Collaborate with the Fleet Manager to establish and maintain company vehicle lists
• Liaise with the HR department on matters related to employees' vehicles
• Handle the administrative and operational management of vehicles: fines, claims, insurance, maintenance, etc.
• Draft clear informative procedures for drivers (best practices, obligations, steps to follow in case of an accident, etc.)
• Place and follow up on company vehicle orders
• Act as the main point of contact with leasing companies and dealerships
• Organize and follow up on interim and end-of-contract vehicle inspections

Recruitment & School Relations

• Centralize managers' requests for interns, apprentices, and student workers (BE/FR) and coordinate candidate selection
• Manage relationships with schools and universities: partnerships, job days, distribution of job offers

Contracts & Compliance

• Draft appropriate contractual documents (internship agreement, apprenticeship contract, student contract BE/FR) and ensure compliance
• Have an NDA signed before each start date and ensure proper supervision of assigned work

Administrative Procedures

• Handle start-of-employment declarations: Dimona (BE), DPAE/URSSAF and OPCO (FR)
• Manage the specifics of student employment: Student@work quota, Dimona STU, transmission of hours to payroll
• Submit and follow up on subsidy and training aid applications (BE/FR)
• Manage VIE files with Business France

Follow-up

• Track files: amendments, extensions, end of assignment, mentoring and evaluations
• Maintain reporting on populations (headcount, costs, subsidies, conversions) and monitor BE/FR regulatory changes

Must have

• Bachelor's or Master's degree in automotive expertise, insurance, human resources, management, or a related field
• Good understanding of BE/FR labor administration processes (or willingness to learn quickly)
• Fluent in French and English (written and spoken)
• Strong organizational skills, administrative rigor, and autonomy
• Good interpersonal skills, comfortable interacting with a variety of stakeholders (internal and external)

Nice to have

• Knowledge of Dutch
• Knowledge of Odoo
• Prior experience in fleet management, insurance, or HR administration
• Familiarity with French administrative bodies (URSSAF, OPCO, Business France)
• Basic knowledge of automotive law or regulations related to company vehicles