Job Description

Roles & Responsibilities

Fleet Management

• Monitor and maintain company vehicles and fleet records.

• Coordinate vehicle registration renewals, inspections, and insurance renewals.

• Follow up on traffic fines and ensure timely settlement.

• Monitor vehicle maintenance schedules and coordinate repairs with workshops.

• Track fuel consumption and maintain fuel records.

• Prepare and update daily vehicle attendance reports and movement trackers.

• Monitor GPS tracking systems and investigate any irregularities.

• Coordinate vehicle allocation and daily transportation requirements.

• Communicate and coordinate with drivers regarding daily operations.

• Maintain complete vehicle files, including registration cards, insurance policies, permits, maintenance records, and inspection certificates.

• Prepare weekly and monthly fleet reports and management summaries.

• Coordinate with insurance companies, workshops, government authorities, and external service providers.

• Ensure all company vehicles comply with UAE traffic regulations and safety requirements.

Company Assets Management

• Maintain a complete inventory of all company assets assigned to employees.

• Manage the issuance, return, replacement, and tracking of company assets, including laptops, tablets, mobile phones, SIM cards, employee ID cards, CICPA access cards, vehicle keys, GPS devices, and any other company equipment or assets.

• Ensure all assets are properly documented through signed Asset Handover Forms.

• Conduct regular asset audits and maintain accurate asset records.

• Coordinate asset replacement, repair, and recovery for resigned or transferred employees.

• Maintain asset movement logs and ensure company assets remain properly accounted for.

SIM Card Administration

• Manage the complete lifecycle of company SIM cards.

• Issue new SIM cards to employees.

• Collect SIM cards from resigned or transferred employees.

• Process replacement requests for lost or damaged SIM cards.

• Coordinate SIM activation, suspension, cancellation, ownership updates, and replacements with telecom providers.

• Maintain an accurate SIM card inventory and allocation tracker.

• Ensure all SIM cards are properly documented through signed handover forms.

• Coordinate mobile plans, upgrades, and telecom service requests with service providers.

HR Support

• Monitor employee attendance and daily timesheets.

• Maintain employee records and documentation.

• Update leave records, leave balances, and HR trackers.

• Assist with onboarding and orientation for new employees.

• Follow up with employees regarding HR documentation and requirements.

• Prepare and send professional emails, reports, and administrative correspondence.

• Support day-to-day HR administration and coordination activities.

Administration, Government Transactions & Petty Cash

• Manage HR and fleet-related petty cash in coordination with the Finance Department.

• Process and reconcile petty cash expenses with proper supporting documents and approvals.

• Coordinate and process payments related to:

• Vehicle registration renewals

• Vehicle inspections

• Vehicle insurance renewals

• Traffic fines

• Medical fitness tests

• Tawjeeh training fees

• Employee onboarding government-related fees

• Fleet maintenance and operational expenses

• Coordinate government-related procedures for employees, including Tawjeeh, medical fitness tests, visa-related requirements, and other HR operational processes.

• Ensure all invoices, receipts, payment documents, and supporting records are properly maintained and submitted to the Finance Department.

• Prepare petty cash reconciliation reports and close all transactions accurately and on time.

Reporting & Compliance

• Maintain complete records of fleet, HR, company assets, SIM cards, and operational documentation.

• Ensure all records are accurate, updated, and audit-ready at all times.

• Prepare periodic reports for management covering fleet operations, company assets, SIM cards, petty cash, attendance, and operational activities.

• Ensure compliance with company policies and UAE regulations related to fleet management, HR administration, company assets, and government requirements.

• Perform any other administrative or operational duties assigned by management.

Desired Candidate Profile

REQUIREMENTS

• Minimum 2 years of UAE experience in Fleet Administration, Transportation Coordination, HR Administration, Operations, or Administration.

• Strong knowledge of Microsoft Office, especially:

• Microsoft Excel (Advanced Formulas, Reporting, Trackers, and Data Management)

• Microsoft Word

• Microsoft Outlook

• Excellent written and spoken English.

• Strong communication, coordination, and follow-up skills.

• Ability to work under pressure and manage multiple priorities.

• Strong organizational, leadership, and problem-solving abilities.

• Experience dealing with drivers and vehicle operations is highly preferred.

• Experience with GPS tracking systems is preferred.

• Knowledge of UAE vehicle registration, insurance, and traffic procedures is an advantage.

• Experience managing company assets and inventory is an advantage.

• Experience handling petty cash and coordinating with the Finance Department is preferred.

• UAE Driving License is preferred.

• Immediate joiners will be given preference.