Job Description

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

Note:

Only candidates shortlisted will be contacted

Job Types: Full-time, Permanent

Pay: AED10,000.00 - AED12,000.00 per month

Application Question(s):

Do you have experience in car rental industry? What is your current salary? What is your expected salary? * How many years of experience do you have in fleet administration?