Service Administrator - Fleet Operations

About the role

The Service Administrator is key to managing daily service administration activities, keeping records accurate and coordinating customers and workshops smoothly. Working in the Specialized Sports Equipment team in Dubai, the role supports fleet operations and delivers a high level of customer service in an on-site environment. It calls for excellent communication, strong administrative skills, attention to detail and computer proficiency.

Key responsibilities

• Handle incoming and outgoing calls, customer enquiries, service bookings, estimates, approvals and follow-ups.
• Coordinate service appointments and tell customers about vehicle status, repair updates and collection arrangements.
• Create and maintain job cards, customer and vehicle records, service requests and related documentation.
• Monitor open job cards and work in progress, following up with teams to avoid delays.
• Provide back-end administrative support for fleet operations, including service coordination, job tracking and documentation.
• Prepare weekly fleet operations reports on service activities, vehicle status and pending jobs.
• Prepare service quotations, invoices, reports and other administrative documents.
• Use Microsoft Dynamics or similar systems to track job status and support reporting.
• Identify missing information, data discrepancies and system errors and escalate them to the supervisor.
• Coordinate with technicians, service advisors, parts staff, fleet operations and management, and keep records confidential.

Required profile

• 3 years of experience in service administration, customer service, telecalling or automotive aftersales.
• Fluent spoken and written English with professional telephone and email skills.
• Diploma or equivalent in Business Administration, Office Administration or a related field preferred.
• Experience with service bookings, job cards, customer follow-ups, documentation and report preparation preferred.
• Fleet service administration or fleet operations support experience is an advantage; UAE experience in automotive, motorcycle or power sports service operations is also an advantage.

Required skills

• Good computer skills, including Microsoft Office, spreadsheets, email and business systems.
• Knowledge of Microsoft Dynamics or similar ERP/service-management systems is an advantage.
• Strong analytical, organizational and administrative skills with attention to detail.
• Ability to prioritize tasks and manage several responsibilities in a busy service environment.