Business Administrator (Fleet, Procurement & Operations) Office & Fleet Management
This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Business Administrator (Fleet, Procurement & Operations) – Office & Fleet Management based in Germany.
This role is central to ensuring smooth, compliant, and efficient day-to-day business operations across fleet, procurement, and office administration activities. You will take ownership of critical operational processes such as vehicle management, supplier coordination, and asset tracking, acting as a key link between employees, vendors, and internal teams. The position offers a broad scope, combining strategic coordination with hands-on execution in a dynamic, international environment. You will play a vital role in maintaining operational continuity while identifying opportunities for cost optimization and process improvement. Working closely with cross-functional stakeholders, you will help ensure that services, equipment, and mobility solutions are delivered seamlessly. This is a highly organizational role suited for someone who thrives on structure, accuracy, and responsibility.
This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Business Administrator (Fleet, Procurement & Operations) – Office & Fleet Management based in Germany.
This role is central to ensuring smooth, compliant, and efficient day-to-day business operations across fleet, procurement, and office administration activities. You will take ownership of critical operational processes such as vehicle management, supplier coordination, and asset tracking, acting as a key link between employees, vendors, and internal teams. The position offers a broad scope, combining strategic coordination with hands-on execution in a dynamic, international environment. You will play a vital role in maintaining operational continuity while identifying opportunities for cost optimization and process improvement. Working closely with cross-functional stakeholders, you will help ensure that services, equipment, and mobility solutions are delivered seamlessly. This is a highly organizational role suited for someone who thrives on structure, accuracy, and responsibility.
Accountabilities:
- Manage the full lifecycle of company fleet operations, including ordering, contract management, usage monitoring, and vehicle return processes.
- Ensure compliance with internal fleet policies, procurement guidelines, and applicable local regulations.
- Coordinate vendor relationships, service providers, and contract negotiations for vehicles, mobile devices, and operational services.
- Oversee procurement of office, IT, and laboratory equipment while ensuring cost efficiency and supplier performance.
- Manage asset allocation and retrieval processes for onboarding and offboarding employees.
- Review invoices, monitor budgets, and ensure accuracy and compliance with contractual agreements.
- Handle accident claims and liaise with insurance providers, repair partners, and internal stakeholders.
- Act as a central point of contact for employees, management, and external partners regarding operational requests.
- Certified Fleet Manager qualification (DEKRA, TÜV, or equivalent certification).
- Proven experience in administration, fleet management, procurement, or operational coordination roles.
- Strong understanding of contracts, compliance requirements, and procurement processes.
- Experience working with external vendors and managing service provider relationships.
- Excellent organizational and multitasking skills with a high level of accuracy and accountability.
- Strong communication and stakeholder management abilities across different business functions.
- Proficiency in MS Office and business systems such as Concur, Oracle, or similar platforms.
- Fluent German and good command of English, both written and spoken.
- Proactive, structured, and solution-oriented mindset with the ability to work independently.
- Ability to manage multiple priorities in a fast-paced and detail-sensitive environment.
- Flexible hybrid working model with limited on-site presence required
- High level of autonomy and ownership over key operational processes
- Opportunity to directly shape and improve fleet, procurement, and administrative workflows
- Collaborative, cross-functional working environment
- Exposure to international operations and complex organizational structures
- Stable role with broad responsibilities across core business functions
- Competitive and market-aligned compensation package