Business Administrator; Fleet, Procurement & Operations Office & Fleet Management

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.

• 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