Fleet Coordinator

2 months ago


Dubai, United Arab Emirates DGM Investment LLC Full time

**Job Title: Company Vehicle Coordinator**

**Location: Dubai, UAE**

**Position Summary**:
The Company Vehicle Coordinator is responsible for managing the fleet of company vehicles, ensuring their optimal use, safety, and compliance with UAE regulations. This role requires coordinating vehicle maintenance, scheduling, and resolving any issues that arise to maintain smooth operations.

**Key Responsibilities**:
**Record Maintenance and Reporting**:
1. Maintain up-to-date records of vehicle assignments, maintenance logs, and expense records.

2. Prepare regular reports for management on vehicle usage, maintenance, and expenses to assist in fleet decision-making.

**Invoice Verification and Payment Processing**:
1. Verify vehicle-related invoices and ensure accurate payment processing through the Lark system.

2. Resolve any discrepancies with vendors and maintain accurate financial records.

**Deduction Sheet Preparation**:
1. Create monthly deduction sheets for employees covering vehicle-related expenses (e.g., fines, damages) in alignment with company policies.

**Documentation and Filing System**:
1. Establish and maintain both physical and digital filing systems for all vehicle records, including registration, insurance, maintenance, and user agreements.

**Master Vehicle List Updates**:
1. Regularly update the master vehicle list with current vehicle status, usage history, and assignment details.

**Fuel and Mileage Tracking**:
1. Track fuel usage and mileage allowances for each vehicle, monitoring any deviations from expected consumption levels.

2. Provide feedback to drivers or users to manage fuel efficiency.

**Communication with Vehicle Users**:
1. Maintain regular communication with vehicle users regarding vehicle policies, usage schedules, and maintenance requirements.

2. Address user inquiries or concerns promptly.

**Vehicle Key and Access Management**:
1. Ensure secure management of vehicle keys and access protocols, tracking each issuance and return to maintain control.

**Renewal Tracking and Insurance Coordination**:
1. Track vehicle renewal dates, coordinate with insurance providers for policy renewals, and notify relevant stakeholders of upcoming expirations.

**Incident Documentation and Vehicle Requests**:
1. Document any incidents involving company vehicles, maintaining comprehensive records for management review.

2. Handle vehicle usage requests and schedule assignments to ensure efficient fleet usage.

**SOP and Policy Compliance**:
1. Ensure adherence to company SOPs and compliance with all vehicle-related policies, reporting any deviations and implementing corrective actions.

**User Agreement and Form Management**:
1. Oversee completion of handover, return, and user agreement forms, ensuring all users acknowledge and adhere to company vehicle policies.

**Qualifications**:

- **Education**: Bachelor’s degree in Business Administration, Logistics, or related field (preferred).
- **Experience**: At least 2-3 years of experience in Dubai fleet management or logistics.
- **Skills**:

- Strong organizational and time-management skills.
- Proficiency in fleet management software.
- Knowledge of vehicle maintenance and UAE road regulations.
- Strong communication skills to coordinate with drivers and management.

**Key Competencies**:

- Attention to detail.
- Organized and Methodical
- Financial Acumen
- Tech Savy
- Good Communication Skills
- Time Management Skills
- Problem-solving skills.
- Ability to multitask in a fast-paced environment.
- Adaptability and willingness to work with diverse teams.
- Understanding of Compliance and Policy Adherence

Pay: From AED4,000.00 per month

Application Question(s):

- Can you Join Immediately

**Experience**:

- Fleet Management: 2 years (preferred)
- Handling 50+ vehicles: 2 years (preferred)

License/Certification:

- UAE Driving License (preferred)


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