Summary
Muller & Phipps Middle East is hiring a Fleet Coordinator in Dubai. The role coordinates fleet invoices and supporting documents with Fleet Administration, Finance, suppliers, drivers and internal departments, and tracks payments. Duties also include maintaining vehicle records, coordinating servicing and maintenance, monitoring costs, preparing reports and improving administrative processes. Applicants should have a business, finance, logistics or supply chain qualification and 3–5 years of relevant experience, including invoice verification and high-volume administration.
The posting
As published on mulphico.com. Pulled from the employer's site and shown as they wrote it.
Role Overview
The role will serve as the central coordination point between Fleet Administration, Finance, suppliers, drivers/users, and relevant internal departments, ensuring that fleet invoices and supporting documents are complete, accurate, properly approved, and submitted to Finance for payment within agreed timelines.
The position will also support effective fleet administration, cost control, vehicle documentation, supplier coordination, and compliance with UAE requirements.
Responsibilities
- Manage and coordinate fleet-related invoices.
- Verify invoices, supporting documents, vehicle details, and agreed rates.
- Track invoice status and coordinate with Finance for timely payment processing.
- Maintain accurate fleet records, including vehicle registration, insurance, servicing, and maintenance.
- Coordinate with suppliers and internal stakeholders to ensure efficient fleet operations.
- Monitor fleet costs and identify discrepancies or opportunities for potential improvement.
- Prepare fleet reports and maintain up-to-date documentation.
- Initiate improvements and streamline fleet administration processes for operational efficiency.
- Support the human resources department and wider organization through ad hoc administrative tasks as required.
Must have requirements
- Bachelor’s degree or diploma in Business Administration, Finance, Logistics, Supply Chain, or a related field.
- 3–5 years’ experience in fleet administration, operations, finance administration, or a similar role.
- Strong experience with invoice verification and high-volume administration.
- Experience coordinating with multiple suppliers and internal departments.
- Strong administrative and organizational skills.
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
- Excellent time management skills, with the ability to prioritize work effectively.
- Exceptional attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.