Assistant Manager – Fleet Administration

Job Purpose:

The Assistant Manager – 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 & 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 & Government Transactions

• Coordinate with government entities (RTA, Police, Traffic Departments, Insurance Authorities).
• Handle vehicle registration, renewal, permit processing, and all regulatory documentation.
• Resolve traffic violations, black points, and legal/administrative requirements.
• Preparing the Letters for Hayaza.
• Contracting the customers to clear the block fines.
• Releasing the impounded vehicles.
• Following up with all the government entities.
• Writing all the NOC and the Arabic Letters upon request.

Insurance Management

• Manage and renew fleet insurance policies (comprehensive/third-party).
• Handle insurance claims for accidents, damages, and total-loss cases.
• Coordinate assessments with insurance surveyors and ensure fast claim settlement.
• Maintain insurance logs, policy validity trackers, and claim cost reports.

Fuel Control & Consumption Monitoring

• Monitor and control fuel station / Cards, fuel authorizations, and consumption patterns.
• Identify misuse, abnormal usage, or operational inefficiencies.
• Preparing the reconciliation and reordering the fuel.
• Generate monthly cost-per-km and fuel consumption reports.
• Coordinate with fuel providers for card issuance, blocking, replacement, and reconciliation.

Fines & Block Fine Management

• Monitor and manage all fleet fines across traffic systems (RTA, SALIK, police, municipalities).
• Track outstanding fines and handle clearance and payment approvals.
• Investigate repeated violations and escalate high-risk driver behavior.
• Maintain fine logs and compliance reporting.

Accident & Damage Estimation

• Conduct or coordinate physical inspections for accident/damage cases.
• Prepare repair estimates and assess cost against insurance/driver liability.
• Verify workshop quotations and ensure accurate job card documentation.
• Follow up until repair completion and vehicle return to service.
• Prepare the damage estimation to be charged to the customers.

New Vehicle PDI, Preparation & Registration

• Oversee pre-delivery inspection (PDI) with dealers to ensure vehicle readiness.
• Verify accessories installation, branding, fleet specifications, and operational requirements.
• Manage registration/plate issuance and ensure new vehicles enter the fleet system correctly.
• Coordinate with workshop for internal preparation and asset tagging.

Dealer & Supplier Coordination

• Maintain daily communication with vehicle dealers, spare parts suppliers, tyre vendors, GPS providers, and workshop contractors.
• Ensure timely delivery of parts, vehicles, and services according to SLAs.
• Evaluate supplier performance and support procurement in negotiation processes.
• Maintain contract documents, LPO follow-ups, and service quality control.

GPS Tracking & Telematics Management

• Oversee installation, activation, and maintenance of GPS/IVMS units.
• Monitor live tracking, route deviations, idling, harsh driving events, and asset utilization.
• Work with the GPS vendor to resolve system issues and ensure full fleet visibility.
• Generate telematics reports for management, safety team, and operations.

Reporting & Administration

• Maintain updated fleet records: registration, insurance, fuel, telematics, fines, and cost summaries.
• Prepare weekly/monthly reports including accident logs, PDI status, new vehicle onboarding, and fuel KPI sheets.
• Support audits, compliance checks, and data verification processes.

Vehicles Renewal Across the Fleet (Registration Management)

• Manage and track the renewal schedule of all fleet vehicles, ensuring zero expiry or downtime due to registration delays.
• Monitor upcoming expiry dates for registration cards, plates, permits, and commercial vehicle licenses.
• Coordinate with RTA, Traffic Departments, and Tasjeel/ other test centers for timely inspection and renewal.
• Organize vehicle movement to testing centers and ensure all documents (insurance, ID, fleet records) are ready.
• Ensure all renewal fees, inspection charges, and document uploads are processed on time.
• Maintain a fully updated renewal tracker with status (due, in-process, completed).
• Communicate with drivers, operations, and workshop teams to ensure vehicles are available for renewal inspections.
• Resolve any renewal rejections, technical issues, or compliance violations flagged during testing.
• Upload new registration cards into the fleet system and archive documentation for audit readiness.
• Prepare monthly reports on renewal performance, overdue units, and operational risks caused by renewal delays.

Education Qualification and Experience:

• Diploma or bachelor’s in business, Automotive, Logistics, or similar.
• Proficiency in MS Excel, fleet management software, and telematics platforms.
• Strong knowledge of RTA regulations, insurance processes, and fleet systems.
• 5–10 years of experience in fleet administration experience in car rental industry.
• Local (UAE or GCC) experience is must; international exposure is a plus, especially in similar operational roles

Please note that only shortlisted candidates will be contacted. Thank you for your interest in joining .