Fleet Operations Associate

Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Office

Job Description

Position Summary

We are seeking a diligent and service-focused administrator to join our Colleague Services Fleet Operations EMEA team.

The Fleet Specialist provides administrative and first-level operational support for company car activities across multiple EMEA countries. The role focuses on standardized and repeatable processes, including invoice administration, first-level colleague support, supplier follow-up, data maintenance and other fleet-related administrative activities.

You do not need previous fleet management experience to be successful in this role. We are looking for someone with strong administrative and customer service skills, attention to detail and confidence working with invoices, data and defined processes. Experience in invoice processing, Accounts Payable or a similar Finance-related environment would be particularly valuable.

Working as part of our centralized EMEA Fleet Operations team, you will support Fleet Coordinators across multiple countries and work closely with colleagues, Finance teams and external fleet suppliers. More complex fleet management matters, policy interpretations and exceptions are handled by the responsible Fleet Coordinator.

The Fleet Specialist will report into the Colleague Services Fleet Operations EMEA organization and provide cross-country support based on operational requirements.

Key Responsibilities

• Review and approve standard fleet-related invoices in accordance with defined processes and approval guidelines
• Investigate invoice discrepancies and coordinate their resolution with fleet suppliers and internal Finance/Accounts Payable teams
• Follow up on outstanding payments and support the resolution of supplier payment issues
• Provide Tier 1 support to colleagues with company cars through our case management system, ensuring accurate and timely responses in line with agreed Service Level Agreements
• Answer standard company car inquiries across multiple EMEA countries based on documented policies, processes and knowledge materials
• Respond to standard maintenance and repair inquiries and coordinate routine requests with the relevant fleet supplier
• Identify and escalate complex cases, policy interpretation questions and exceptions to the responsible Fleet Coordinator
• Support Fleet Coordinators with standardized administrative activities across multiple countries
• Perform and document driving licence checks in accordance with defined processes and local requirements
• Collect, review and maintain fleet-related documentation and records
• Maintain accurate fleet data and support regular data-quality checks and data clean-up activities
• Follow up with colleagues and suppliers to obtain required information and documentation
• Work in accordance with established Fleet Operations processes, company guidelines and applicable local requirements

Requirements

• Experience in an administrative, shared-services, customer-service, Finance or similar back-office environment
• Experience with invoice processing, Accounts Payable or other Finance-related administrative processes would be an advantage
• Previous fleet or automotive experience would be an advantage but is not required
• Fluency in English
• Strong customer service and organizational skills
• Good computer literacy, including Outlook, Word and Excel
• High attention to detail and the ability to work accurately with invoices, data and documentation
• Ability to follow standardized processes and work with different country requirements
• Comfortable communicating with colleagues, external suppliers and internal Finance teams
• Ability to manage multiple tasks and priorities in a structured and timely manner
• Willingness to learn company car policies, fleet processes and systems

What We Offer

• A growing, friendly and supportive EMEA team
• An international working environment supporting multiple countries
• A varied administrative role with exposure to different areas of Fleet Operations
• The opportunity to develop knowledge and experience in company car and fleet operations
• Collaboration with colleagues, suppliers and internal teams across EMEA
• Annual bonus