Fleet Administrator

Remote Worker LTD.; United States; Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Annual bonus

Job summary

Thermo Fisher Scientific is seeking a diligent Car Fleet Administrator to manage leased company vehicles and assist colleagues with car inquiries via our case management system. The role spans 2–4 countries in the EMEA region and supports the Fleet Operations Team.

The position can be office-based or remote, involving coordination with leasing companies, arranging deliveries for new hires, and ensuring documentation compliance. Strong attention to detail is essential.

Qualifications

• Minimum 2 years’ experience in fleet management, car rentals, sales, or other vehicle administration.
• Fluency in English.
• Excellent customer service and organisational skills.
• Proficient in Outlook, Word and Excel.
• Professional, approachable and able to say No when needed.
• Able to interact with diverse levels inside and outside the organisation.
• High attention to detail and accuracy.

Responsibilities

• Provide excellent support for colleagues with car eligibility inquiries via the case management system.
• Manage car contracts with external suppliers (leasing and long-term rentals).
• Coordinate with leasing companies to process car orders in line with policy.
• Arrange company car delivery for new hires to match job start dates.
• Maintain accurate reporting, records and files.
• Provide data reports and audit data quality for compliance.
• Ensure correct taxation of company cars with Payroll data.
• Educate colleagues on policies and procedures regarding company cars.
• Support lifecycle of car allocations: licensing, sourcing, delivery, insurance, maintenance and repairs.
• Review and approve car-related invoices.
• Ensure compliance with guidelines and local legislation.

Skills

Fleet management

English fluency

Customer service

Computer literacy

Professional communication

Interpersonal skills

Attention to detail

Tools

Outlook

Word

Excel

Job description

Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Office

Job Description

We are seeking a diligent and service-focused administrator with experience in fleet management. As a member of the Colleague Services Fleet Operations Team, the Car Fleet Administrator will be responsible for our leased company vehicles and assist colleagues with company car inquiries via our case management system. Our goal is to ensure a superior Colleague Experience by resolving cases promptly and accurately, thereby maintaining the mobility of our colleagues who use company cars.

This role can be office-based or worked from home, involving the management of company cars, coordination with leasing companies, fulfilling requests for company vehicles for newly hired staff, and verifying relevant documentation.

The Car Fleet Administrator will report directly to the Manager of Colleague Services Fleet Operations EMEA and will typically support colleagues in 2-4 countries across the EMEA region.

Key Responsibilities

• Provide excellent support for company car eligible colleagues, by answering inquiries via our case management system, ensuring accurate and timely responses, in adhering to Service Level Agreements
• Manage company car contracts with external suppliers (leasing, long term rentals)
• Coordinate with leasing companies to process car orders in line with company policy
• Coordinate the provision of company cars to new hires, including arranging delivery in time for job start
• Maintain accurate reporting, records, and files
• Provide data reports, audit the quality of the data and drive data clean-up where data is not in compliance with our standards
• Ensure correct taxation of company cars, by providing accurate data to the Payroll team
• Educate and advise colleagues with company cars, to ensure compliance with established policies and procedures
• Supporting the full lifecycle of each company car allocation, including: obtaining drivers licence, sourcing the vehicle, arranging delivery, arranging insurance, and responding to maintenance and repair needs
• Review, check and approve company car related invoices
• Ensure compliance with company guidelines and local legislation.

Requirements

• Minimum 2 years’ experience working with either car fleet management, car rentals, car sales or other administrative vehicle management work
• Fluency in English
• Excellent customer service and organisational skills
• Strong computer literacy - proficient in Outlook, Word, Excel
• Professional, approachable and with the confidence to say No where needed
• Proven ability to interact successfully with varying levels inside and outside of the organisation
• High attention to detail and able to work with a high level of accuracy.

What We Offer

• A growing, friendly and supportive team
• A responsible and varied role
• Contact with a wide range of colleagues
• Annual bonus

Our Mission is to enable our customers to make the world healthier, cleaner and safer. Watch as our colleagues explain 5 reasons to work with us. A one team of 100,000+ colleagues, we share a common set of values - Integrity, Intensity, Innovation and Involvement - working together to accelerate research, solve complex scientific challenges, drive technological innovation and support patients in need. #StartYourStory at Thermo Fisher Scientific, where diverse experiences, backgrounds and perspectives are valued.