Automobile Engineer – Administration
Job Summary
We are looking for an organized and technically capable Automobile Engineer –Administration to support the administration, maintenance coordination, compliance, and performance monitoring of the company’s vehicle fleet.
The successful candidate will be responsible for maintaining accurate vehicle records, coordinating preventive and corrective maintenance, monitoring vehicle documentation and inspections, supporting fleet reporting, and coordinating with workshops, suppliers, drivers, and internal departments.
The ideal candidate will have practical knowledge of vehicle maintenance, fleet operations, documentation, and administrative coordination, with strong skills in Excel, reporting, follow-up, and communication.
Key Responsibilities
Fleet & Vehicle Administration
- Maintain accurate records for company vehicles, equipment, and related assets.
- Maintain vehicle files, including registration, insurance, permits, service history, repair records, inspection reports, and warranty documents.
- Monitor vehicle registration, insurance, permits, inspections, and other required documentation.
- Track vehicle mileage, fuel consumption, maintenance schedules, and operational status.
- Prepare and maintain daily, weekly, and monthly fleet reports and trackers.
- Ensure vehicle documentation and renewals are completed within required timelines.
- Maintain records of vehicle allocation, mobilization, demobilization, replacement, and operational status.
Maintenance and Workshop Coordination
- Coordinate with internal and external workshops for preventive and corrective vehicle maintenance.
- Monitor scheduled servicing and ensure maintenance is completed according to manufacturer recommendations.
- Follow up on vehicle breakdowns, repairs, recovery, spare parts, tyres, batteries, and other maintenance requirements.
- Review service reports, job cards, quotations, and maintenance invoices before submission for approval.
- Maintain accurate records of maintenance and repair costs.
- Monitor recurring vehicle faults and coordinate corrective actions with workshop teams.
- Coordinate with external garages, suppliers, and service providers when required.
Inspection and Compliance
- Coordinate vehicle inspections with relevant authorities, clients, and internal departments.
- Ensure vehicles meet required safety, technical, and operational standards before deployment.
- Maintain records of inspection findings and follow up on corrective actions.
- Support compliance with UAE vehicle, transport, fleet, and applicable regulatory requirements.
- Coordinate with HSE/QHSE teams regarding vehicle safety inspections and corrective actions.
- Ensure vehicle-related documentation is readily available for audits and client requirements.
Administration and Procurement Coordination
- Coordinate with Operations, HR, Procurement, Accounts, Commercial, and HSE/QHSE departments regarding fleet requirements.
- Prepare purchase requests for spare parts, tyres, batteries, tools, and other vehicle-related requirements.
- Follow up on approvals, purchase orders, deliveries, and outstanding maintenance requirements.
- Maintain proper documentation for fleet transactions, maintenance activities, and related correspondence.
Cost and Performance Monitoring
- Monitor vehicle maintenance and repair expenses and prepare cost reports.
- Track fuel consumption, tyre replacement, battery replacement, and other fleet operating costs.
- Analyze vehicle maintenance data and identify recurring issues and cost trends.
- Provide recommendations regarding repair, replacement, or disposal of high-maintenance vehicles.
- Support management in monitoring vehicle performance, availability, downtime, and lifecycle costs.
Required Qualifications and Skills
- Diploma or Bachelor’s Degree in Automobile Engineering, Mechanical Engineering, or a related field.
- 3–5 years of relevant experience in fleet management, automobile engineering, workshop administration, transport operations, or a similar role.
- Good practical knowledge of vehicle maintenance and repair processes.
- Strong understanding of preventive and corrective maintenance.
- Experience in fleet documentation, vehicle records, inspections, and maintenance tracking.
- Proficiency in MS Excel and MS Word.
- Ability to prepare reports, maintain trackers, and analyze maintenance and vehicle performance data.
- Strong coordination, follow-up, documentation, and organizational skills.
- Good written and verbal communication skills in English.
- Strong attention to detail and ability to manage multiple fleet-related requirements.
Preferred Qualifications
- UAE driving license.
- Previous experience in UAE fleet, transport, workshop, or vehicle operations.
- Knowledge of UAE vehicle registration, inspection, insurance, and transport requirements.
- Experience working with fleet management software, ERP systems, or computerized maintenance management systems.
- Experience coordinating with HSE/QHSE teams and external service providers.
Key Skills
- Fleet Administration
- Vehicle Maintenance
- Fleet Management
- Preventive Maintenance
- Workshop Coordination
- Vehicle Documentation
- Maintenance Reporting
- Cost Monitoring
- MS Excel
- Data Analysis
- Procurement Coordination
- Compliance Monitoring
- Problem Solving
- Communication
- Time Management
Key Performance Areas
- Timely completion of vehicle documentation and renewals.
- Preventive maintenance compliance.
- Accurate and up-to-date fleet and maintenance records.
- Reduction of vehicle breakdowns and downtime.
- Timely submission of fleet and maintenance reports.
- Effective monitoring and control of maintenance costs.
- Compliance with vehicle inspection and regulatory requirements.
- Effective coordination of vehicle mobilization and demobilization.
Work Location: In person