Fleet Operations Specialist

Embla Medical; Szczecin; Hybrid; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Private medical care

Career growth opportunities

Sport card support

Social fund (ZFŚS)

Job summary

Embla Medical is seeking a Fleet Operations Specialist to coordinate the day-to-day management of our multi-country fleet, including benefit cars, sales vehicles, and clinic vehicles. You will ensure ordering, tracking, maintenance, and reporting, while maintaining a service-oriented employee experience.

The role sits in the Procurement Team within Indirect Procurement and collaborates with HR, Finance, Payroll, and external suppliers.

Qualifications

• Experience coordinating fleet operations across multiple countries or regions.
• Strong understanding of vehicle lifecycle, leasing, and supplier coordination.
• Experience with fleet management systems is a plus.
• Excellent data handling and reporting using Excel or similar tools.
• Ability to coordinate with diverse stakeholders and manage multiple countries.

Responsibilities

• Coordinate full vehicle lifecycle: ordering, onboarding, allocation, maintenance, and returns.
• Act as central contact for employees, drivers, clinics, and teams on fleet topics.
• Collaborate with leasing, maintenance, insurance, fuel providers, and suppliers.
• Monitor quotes, approvals, repairs, invoices, and service delivery.
• Maintain fleet data across trackers and future systems.

Skills

Fleet coordination

Stakeholder management

Data management (Excel)

Supplier coordination

English fluency

Polish language (nice)

Tools

Excel

Job description

Looking for a role where fleet operations, global coordination, and everyday problem-solving come together to keep people and business moving?

At Embla Medical, we improve people’s mobility so they can live their Life Without Limitations. Behind this mission is a global organization that depends on smooth, reliable, and well-coordinated operations - including the vehicles that support our employees, sales teams, clinics, and operational teams across different countries.

We’re looking for a Fleet Operations Specialist to take care of the day-to-day coordination of our multi-country fleet across benefit cars, sales vehicles, clinic vehicles, and pool cars. This is a new role in a growing area, created to bring more structure, visibility, and consistency to how fleet operations are managed across the organization.

In this role, you’ll be part of our Procurement Team, within the Indirect Procurement area, and work closely with HR, Finance, Payroll, employees, clinics, sales teams, and external suppliers. You’ll be an important coordination point for operational topics, helping make sure vehicles are ordered, tracked, maintained, returned, and reported accurately - while supporting a consistent and service-oriented employee experience.

We would ideally like to welcome someone who can work from our Szczecin office on a regular basis. We are also open to considering strong candidates based outside Szczecin, depending on their experience.

What is waiting for you?

• coordinating the full vehicle lifecycle, including ordering, onboarding, allocation, maintenance, replacement, lease returns, and offboarding,
• acting as a central point of contact for employees, drivers, sales teams, clinics, and operational teams on fleet-related topics,
• working closely with leasing companies, maintenance providers, insurance partners, fuel/charging providers, and other external suppliers,
• following up on quotes, approvals, repairs, claims, invoices, and service delivery to keep daily operations moving,
• maintaining accurate fleet data across available tools, including current Excel-based trackers and future fleet management systems,
• supporting cost control by monitoring lease, maintenance, fuel/charging, repair, and insurance-related costs,
• collaborating with HR, Finance, Payroll, and Procurement to ensure compliant and accurate fleet processes across countries and legal entities,
• identifying operational issues, supplier delays, compliance risks, or policy exceptions and making sure they are escalated and followed through in a structured way.

What do you need to succeed in this role?

• experience in fleet coordination, fleet operations, lease administration, or a similar operational role, ideally within a large or international organization,
• a solid understanding of vehicle lifecycle processes, leasing structures, supplier coordination, and fleet compliance requirements,
• experience working with fleet management systems would be a strong advantage, especially as we are currently selecting a tool to support better fleet visibility,
• strong data management skills and confidence working with Excel or similar tools to track, validate, and report operational information,
• the ability to manage high-volume coordination across multiple countries, stakeholders, suppliers, and vehicle types,
• strong organizational skills, attention to detail, and the ability to follow through on operational topics until they are resolved,
• a service-oriented mindset and confidence communicating with stakeholders at different levels of the organization,
• fluency in English; Polish would be a very nice advantage, especially for local coordination.

What Makes This Role Stand Out Is…

... the opportunity to help shape something new.

This is not a role where everything is already fully defined. You’ll join at a moment when fleet operations are becoming more structured, the team is growing, and the way of working will continue to evolve. That means your experience, ideas, and practical understanding of fleet coordination will genuinely matter.

You’ll have autonomy in your day-to-day work, close partnership with different functions, and global exposure across countries, entities, suppliers, and teams. For someone who enjoys operational ownership, stakeholder collaboration, and bringing order to complexity, this role offers a very real chance to make an impact.

What We Offer

At Embla Medical, we believe in creating a supportive and inspiring work environment.

As Part Of Our Team, You’ll Enjoy

• An international team culture - collaborate with colleagues across borders in a diverse and inclusive environment.
• Flexible work model - balance remote work with in-person collaboration to suit your lifestyle and productivity.
• Private medical care - comprehensive health coverage to support your well-being.
• Career growth opportunities - access to professional development and internal mobility across our global organization.
• Sport card support - co-financing of a sports card to help you stay active and healthy.
• Social fund - access to benefits financed from the Company Social Benefits Fund (ZFŚS).
• Modern workspace - work from our Scandinavian-style office in the heart of Szczecin, designed for comfort and creativity.

Join us in our mission to improve people’s mobility so they can live their Life Without Limitations!