Fleet Operations Specialist

Össur; Szczecin; Hybrid; PLN 120,000 - 180,000; Full time

Benefits offered by this job

Private medical care

Sport card

Modern workspace

Flexible work model

Job summary

Embla Medical is seeking a Fleet Operations Specialist to coordinate the day-to-day management of a multi-country vehicle fleet, including cars, clinic vehicles and pool cars. You’ll work within the Procurement Team and partner with HR, Finance and external suppliers to ensure accurate tracking, onboarding and lifecycles across countries.

The role supports cost control, fleet compliance and a service-oriented employee experience, with a flexible hybrid work model and regular Szczecin office

Qualifications

• Experience in fleet coordination within a large/international organization.
• Solid understanding of vehicle lifecycle processes, leasing structures and fleet compliance.

Responsibilities

• Coordinate full vehicle lifecycle: ordering, onboarding, allocation, maintenance, replacement, lease returns, offboarding.
• Serve as central contact for employees, drivers, sales teams, clinics, and operations on fleet topics.
• Collaborate with leasing companies, maintenance providers, insurers, fuel/charging partners, and other suppliers.
• Track quotes, approvals, repairs, claims, invoices and service delivery to keep operations moving.
• Maintain accurate fleet data across Excel trackers and future fleet systems.
• Help control costs: lease, maintenance, fuel/charging, repairs, insurance.
• Work with HR, Finance, Payroll and Procurement to ensure compliant fleet processes across countries.
• Escalate operational issues, delays, risks, or policy exceptions with structured follow-through.

Skills

fleet coordination

fleet operations

lease administration

supplier coordination

data management

stakeholder management

multi-country coordination

English fluency

Polish language

Tools

Fleet management systems

Excel

Job description

About the role

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 you’ll be doing

• 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 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 we offer

• 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.

About Embla Medical

Embla Medical is a leading global provider of innovative mobility solutions that help people live their Life Without Limitations®. At Embla Medical, we are dedicated to improving people’s mobility. We do this with compassion and innovation, from how we design our award‑winning mobility solutions to how we operate our network of patient care clinics. Embla Medical is home to Össur, a leading global provider of prosthetics and bracing and supports solutions; FIOR& GENTZ, an innovative developer of neuro orthotics; and College Park, creators of custom‑built prosthetic solutions. Embla Medical also provides patients with world‑class care through a global network of Orthotic and Prosthetic (O&P) facilities, operating under various brand names, including ForMotion.

Our values

Our values – honesty, frugality and courage – are the glue that binds us together and form the foundation of our company culture. Joining Embla Medical is not just about doing your job, it’s more than that. The patients we care for depend on us to help them get back their freedom and livelihood. That is what drives us all to go to work, each day.

Employment Equality

Embla Medical is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available individual in every job. Embla Medical's equal opportunity policy prohibits all discrimination (based on race, color, creed, sex, religion, marital status, age, national origin or ancestry, physical disability, mental disability, military service, pregnancy, child birth or related medical condition, actual or perceived sexual orientation, or any other consideration made unlawful by local laws around the world). Embla Medical is committed to complying with all applicable laws providing equal employment opportunities. This commitment applies to all individuals involved in the operations of Embla Medical and prohibits discrimination by any employee of Embla Medical, including supervisors and co‑workers.

Commitment to Sustainability

Embla Medical is committed to sustainable business practices and renowned for positively impacting people‘s health and well‑being.