SR. ADMINISTRATION ASSISTANT

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Job Description

Description

 Job Purpose:

To monitor and co-ordinate to ensure all vehicles and equipment assets belonging to EKFC and the rented fleet are meeting the required legal and government requirements while ensuring full compliance to DA and DM regulations.

Key Result Areas:

Develop and maintain a cordial working relationships with the rental contracts company to ensure the efficient

utilisation of the fleet and that all vehicle requirements such as maintenance, annual insurance and registration

renewal, and other relevant regulatory issues are actioned on priority.

Verify and validate billing invoices received from the service providers on a monthly basis to avoid discrepancies

and incorrect invoice payments before submitting to finance.

EKFC Owned fleet: Coordinate vehicles and Hi Loaders testing at RTA and related renewals such as branding,

Insurance, Registration, Municipality permission, Road permits, Food watch registration to ensure compliance

documents satisfy RTA requirements.

Airport Vehicle Pass (AVP) for entire fleet: Process Airport pass applications of ASO 276+ HI loaders and 75

Light vehicles to ensure regulatory compliances set by Dubai Airports are adhered to.

Master Data entire fleet: Monitor and update master data of lease agreements of ASO and other department

rental vehicles, liaise with Procurement during lease expiry, raise requisitions for replacement vehicles.

Vehicle utilization Study: Conduct periodic review of entire fleet usage, monitor the operational usage of RTA

registered vehicles, coordinate with Operations team for any increase or decrease in vehicle count.

Service contracts coordination: Coordinate with external agencies engaged in service contracts for telematics

system, hi-loader pest control, Fire extinguisher inspection & maintenance and fuel supplier to ensure regulatory

compliance.

Fuel card supervision across EKFC fleet: Supervise and centralise issuance of fuel cards for EKFC by

coordinating with ENOC for new, renewal, lost and replacement fuel cards.

Train, guide and Supervise Fleet administrators team with regards to the day to day activities and provide

coaching support whenever required.

Coupa requisitions pertaining to service contract: Generate Coupa requisitions pertaining to Fleet

Management monitor, follow up and update to ensure correct monthly vehicle service payments are disbursed.

Salik Administration across EKFC fleet: Monitor and maintain the EKFC vehicle salik accounts in order to

avoid RTA fines for salik violations and also manage salik payments from department petty cash and report to

Finance

Enforce compliance to all Health and Safety policies and report any Health & Safety hazards along with unsafe

acts and conditions to the Line manager

The job holder should ensure that entire fleet is operating in compliance with all updated Dubai airports, Dubai Municipality and legal & regulatory requirements in the UAE

Knowledge, Skills & Minimum Experience:

Education Qualification:

Higher Secondary school or equivalent (Must have)

Work Experience:

5 + years* Experience in a similar administrative role in a large scale fleet operations management having light, medium and heavy commercial and passenger vehicles.

Area of Experience:

Knowledge of legal and regulatory requirements pertain to vehicles operated on UAE, Dubai Airports, and Dubai Municipality etc.

Skills:

Proven ability to communicate in English (Verbal & written) Computer skills with high proficiency in MS office and ERP

A valid UAE driving licence (light Vehicle) is preferred.

Training on First Aid, Safety/ basic firefighting would be an advantage.

Area
Dubai