Qureos Mentor

Budget Rent a Car, UAE

<div>
 
 
 Job Purpose:
 
 
 
 
 
 
 The Assistant Manager &ndash; Fleet Administration is responsible for managing and overseeing the administrative backbone of fleet operations with a strong focus on insurance management, fuel control, fines management, accident estimation, PDI &amp; registration of new units, supplier coordination, and GPS tracking operations. This role ensures full compliance, cost control, accurate documentation, and operational continuity across the entire fleet.
 
 
 
 
 
 
 Roles and Responsibilities:
 
 
 
 
 
 
 
 PRO &amp; Government Transactions
 
 
 <ul>
 <li>
 Coordinate with government entities (RTA, Police, Traffic Departments, Insurance Authorities).
 </li>
 <li>
 Handle vehicle registration, renewal, permit processing, and all regulatory documentation.
 </li>
 <li>
 Resolve traffic violations, black points, and legal/administrative requirements.
 </li>
 <li>
 Preparing the Letters for Hayaza.
 </li>
 <li>
 Contracting the customers to clear the block fines.
 </li>
 <li>
 Releasing the impounded vehicles.
 </li>
 <li>
 Following up with all the government entities.
 </li>
 <li>
 Writing all the NOC and the Arabic Letters upon request.
 </li>
 </ul>
 
 
 Insurance Management
 
 
 <ul>
 <li>
 Manage and renew fleet insurance policies (comprehensive/third-party).
 </li>
 <li>
 Handle insurance claims for accidents, damages, and total-loss cases.
 </li>
 <li>
 Coordinate assessments with insurance surveyors and ensure fast claim settlement.
 </li>
 <li>
 Maintain insurance logs, policy validity trackers, and claim cost reports.
 </li>
 </ul>
 
 
 Fuel Control &amp; Consumption Monitoring
 
 
 <ul>
 <li>
 Monitor and control fuel station / Cards, fuel authorizations, and consumption patterns.
 </li>
 <li>
 Identify misuse, abnormal usage, or operational inefficiencies.
 </li>
 <li>
 Preparing the reconciliation and reordering the fuel.
 </li>
 <li>
 Generate monthly cost-per-km and fuel consumption reports.
 </li>
 <li>
 Coordinate with fuel providers for card issuance, blocking, replacement, and reconciliation.
 </li>
 </ul>
 
 
 Fines &amp; Block Fine Management
 
 
 <ul>
 <li>
 Monitor and manage all fleet fines across traffic systems (RTA, SALIK, police, municipalities).
 </li>
 <li>
 Track outstanding fines and handle clearance and payment approvals.
 </li>
 <li>
 Investigate repeated violations and escalate high-risk driver behavior.
 </li>
 <li>
 Maintain fine logs and compliance reporting.
 </li>
 </ul>
 
 
 Accident &amp; Damage Estimation
 
 
 <ul>
 <li>
 Conduct or coordinate physical inspections for accident/damage cases.
 </li>
 <li>
 Prepare repair estimates and assess cost against insurance/driver liability.
 </li>
 <li>
 Verify workshop quotations and ensure accurate job card documentation.
 </li>
 <li>
 Follow up until repair completion and vehicle return to service.
 </li>
 <li>
 Prepare the damage estimation to be charged to the customers.
 </li>
 </ul>
 
 
 New Vehicle PDI, Preparation &amp; Registration
 
 
 <ul>
 <li>
 Oversee pre-delivery inspection (PDI) with dealers to ensure vehicle readiness.
 </li>
 <li>
 Verify accessories installation, branding, fleet specifications, and operational requirements.
 </li>
 <li>
 Manage registration/plate issuance and ensure new vehicles enter the fleet system correctly.
 </li>
 <li>
 Coordinate with workshop for internal preparation and asset tagging.
 </li>
 </ul>
 
 
 Dealer &amp; Supplier Coordination
 
 
 <ul>
 <li>
 Maintain daily communication with vehicle dealers, spare parts suppliers, tyre vendors, GPS providers, and workshop contractors.
 </li>
 <li>
 Ensure timely delivery of parts, vehicles, and services according to SLAs.
 </li>
 <li>
 Evaluate supplier performance and support procurement in negotiation processes.
 </li>
 <li>
 Maintain contract documents, LPO follow-ups, and service quality control.
 </li>
 </ul>
 
 
 GPS Tracking &amp; Telematics Management
 
 
 <ul>
 <li>
 Oversee installation, activation, and maintenance of GPS/IVMS units.
 </li>
 <li>
 Monitor live tracking, route deviations, idling, harsh driving events, and asset utilization.
 </li>
 <li>
 Work with the GPS vendor to resolve system issues and ensure full fleet visibility.
 </li>
 <li>
 Generate telematics reports for management, safety team, and operations.
 </li>
 </ul>
 
 
 Reporting &amp; Administration
 
 
 <ul>
 <li>
 Maintain updated fleet records: registration, insurance, fuel, telematics, fines, and cost summaries.
 </li>
 <li>
 Prepare weekly/monthly reports including accident logs, PDI status, new vehicle onboarding, and fuel KPI sheets.
 </li>
 <li>
 Support audits, compliance checks, and data verification processes.
 </li>
 </ul>
 
 
 Vehicles Renewal Across the Fleet (Registration Management)
 
 
 <ul>
 <li>
 Manage and track the renewal schedule of all fleet vehicles, ensuring zero expiry or downtime due to registration delays.
 </li>
 <li>
 Monitor upcoming expiry dates for registration cards, plates, permits, and commercial vehicle licenses.
 </li>
 <li>
 Coordinate with RTA, Traffic Departments, and Tasjeel/ other test centers for timely inspection and renewal.
 </li>
 <li>
 Organize vehicle movement to testing centers and ensure all documents (insurance, ID, fleet records) are ready.
 </li>
 <li>
 Ensure all renewal fees, inspection charges, and document uploads are processed on time.
 </li>
 <li>
 Maintain a fully updated renewal tracker with status (due, in-process, completed).
 </li>
 <li>
 Communicate with drivers, operations, and workshop teams to ensure vehicles are available for renewal inspections.
 </li>
 <li>
 Resolve any renewal rejections, technical issues, or compliance violations flagged during testing.
 </li>
 <li>
 Upload new registration cards into the fleet system and archive documentation for audit readiness.
 </li>
 <li>
 Prepare monthly reports on renewal performance, overdue units, and operational risks caused by renewal delays.
 </li>
 </ul>
 
 
 
 
 
 Education Qualification and Experience:
 
 
 
 
 
 <ul>
 <li>
 Diploma or bachelor&rsquo;s in business, Automotive, Logistics, or similar.
 </li>
 <li>
 Proficiency in MS Excel, fleet management software, and telematics platforms.
 </li>
 <li>
 Strong knowledge of RTA regulations, insurance processes, and fleet systems.
 </li>
 <li>
 5&ndash;10 years of experience in fleet administration experience in car rental industry.
 </li>
 <li>
 Local (UAE or GCC) experience is must; international exposure is a plus, especially in similar operational roles
 </li>
 </ul>
 
 
 
 
 
 
 
 
 Please note that only shortlisted candidates will be contacted. Thank you for your interest in joining .
 
 
</div>

Assistant Manager – Fleet Administration

Join Budget Rent a Car, UAE and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Budget Rent a Car, UAE

About Company

Assistant Manager – Fleet Administration