Assistant Manager – Fleet Administration AQ Global Group

The Assistant Manager – Fleet Administration is responsible for overseeing the administrative and operational management of the vehicle rental fleet. This includes handling fleet documentation, registration, insurance, scheduling, utilization, and coordination with workshops, drivers, and clients. This role ensures that all vehicles are legally compliant, well-maintained, and efficiently deployed to maximize utilization and profitability.

The ideal candidate will have strong organizational and analytical skills, experience in the vehicle rental industry, and a solid understanding of fleet logistics, documentation, and customer coordination.

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Key Responsibilities

1. Fleet Management & Administration

• Oversee daily fleet operations including vehicle allocation, movement, and return.

• Maintain updated records for each vehicle (registration, insurance, lease contracts, mileage, maintenance history, etc.).

• Ensure all vehicles comply with local traffic laws, inspection, and registration requirements.

• Coordinate vehicle renewals, transfers, and deregistration as needed.

• Monitor vehicle utilization and prepare weekly/monthly reports on performance.

• Manage GPS tracking, fuel usage, and driver logs to ensure efficiency.

2. Documentation & Compliance

• Ensure all fleet documentation is current and accessible (registration, insurance, inspection certificates, etc.).

• Liaise with RTA / MOT / Traffic Departments for renewals and clearances.

• Handle accident documentation, insurance claims, and follow-ups with authorities or insurers.

• Maintain proper filing and digital archiving of vehicle-related paperwork.

3. Coordination with Workshop & Operations

• Liaise with internal workshop and external service providers for vehicle maintenance and repairs.

• Track service schedules and ensure timely preventive maintenance.

• Review repair estimates, approve job cards, and monitor turnaround times.

• Coordinate with Operations for replacement vehicles and scheduling to minimize downtime.

4. Vendor & Client Interaction

• Coordinate with insurance companies, registration offices, and suppliers for smooth administrative processing.

• Support client requests related to vehicle replacements, renewals, and documentation.

• Handle complaints or issues related to vehicle condition, availability, or logistics.

• Ensure efficient communication between operations, accounts, and clients.

5. Reporting & Cost Control

• Prepare reports on fleet status, running costs, fuel consumption, and accident statistics.

• Track depreciation, repair costs, and usage data to identify optimization opportunities.

• Support budgeting and cost-control initiatives within the division.

• Assist management in procurement planning and fleet expansion analysis.

6. Team Support & Supervision

• Supervise fleet coordinators, drivers, and administrative staff in daily operations.

• Ensure adherence to company SOPs, documentation standards, and safety procedures.

• Provide guidance and training to improve team performance and compliance.

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Qualifications & Experience

• Bachelor’s Degree in Business Administration, Logistics, or Automotive Management.

• Minimum 5–7 years of experience in fleet administration, preferably in car rental or leasing operations.

• Strong knowledge of vehicle registration, insurance processes, and local traffic department procedures.

• Experience with ERP or fleet management software (e.g., Fleetio, TSD, or custom systems).

• Good understanding of automotive maintenance and service scheduling.

• Valid driving license required.

• Fluency in English; Arabic or Hindi is an advantage.

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Key Skills & Competencies

• Excellent organizational and documentation skills

• Attention to detail and accuracy in recordkeeping

• Strong coordination and communication abilities

• Analytical mindset with problem-solving skills

• Time management and multitasking ability

• Familiarity with vehicle tracking systems and Microsoft Office tools

• Customer-oriented with a professional demeanor

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Performance Indicators

• Fleet utilization and downtime metrics

• Compliance with documentation and renewals

• Maintenance cost control and efficiency

• Accuracy of fleet reports and records

• Client satisfaction and response time

• Operational readiness of the fleet