Business Administrator (Fleet, Procurement & Operations) Office & Fleet Management

Are you a highly organised administrator who thrives on keeping operations running smoothly? We are looking for a Business Administrator to take ownership of key operational processes, including fleet management, procurement, and contract administration.

In this role, you will act as a central point of contact across the business—ensuring compliance, efficiency, and a seamless experience for employees and stakeholders.

What you’ll be doing

• Manage the full lifecycle of company vehicles, from order approval to return
• Ensure compliance with corporate fleet policies and local regulations
• Coordinate vehicle orders, contracts, deliveries, and vendor relationships
• Monitor fleet usage, fuel consumption, and maintain audit-ready documentation
• Oversee mobile phone contracts, devices, and service requests
• Identify cost-saving opportunities across fleet and mobile services
• Manage procurement of office, laboratory, and IT equipment
• Evaluate suppliers and support cost-effective purchasing decisions
• Support onboarding and offboarding, including asset allocation and retrieval
• Review invoices for accuracy and compliance with contracts and budgets
• Handle accident claims and coordinate with insurance providers and repair partners
• Act as a key contact for employees, management, and external vendors

What we’re looking for

Essential experience & skills* Certified Fleet Manager (DEKRA, TÜV, or equivalent)

• Solid experience in administration, fleet management, or operations
• Strong understanding of contracts, compliance, and procurement processes
• Experience working with vendors and external service providers
• Excellent organisational and multitasking abilities
• Strong communication and stakeholder management skills
• Proficiency in MS Office and business systems (e.g., Concur, Oracle, or similar)
• Fluent German and good English (written and spoken)
• High level of accuracy, accountability, and attention to detail

Nice to have* Experience with digital procurement or process improvement initiatives

• Familiarity with facility or infrastructure management
• Experience supporting onboarding and asset management processes

What you’ll bring

• A proactive, solution-oriented mindset
• Strong organisational and coordination skills
• Ability to work independently while collaborating across teams
• A service-oriented approach with a focus on quality and efficiency
• Confidence handling multiple priorities in a fast-paced environment
• Discretion and reliability when managing sensitive information

Why join us?

• Flexible hybrid working model (with minimal onsite requirement)
• A varied role with real ownership and impact
• Opportunity to shape and improve operational processes
• A collaborative, cross-functional working environment

If you enjoy bringing structure to complex operations and want to play a key role in keeping a business running smoothly, we’d love to hear from you.