Company Car Fleet & Travel Manager

An exciting opportunity for Company Car Fleet & Travel Manager to join the Corporate Services team. 

You will be primarily managing the end-to-end company car leasing program within EMEA. In addition to the car fleet, the manager will provide support to the Parexel EMEA Travel Management team.

You will work closely with the outsourced car lease provider (operate around 850 lease cars within 18 EMEA countries), HR Compensation & Benefits and the internal local car fleet coordinators in the various countries. Continuously review and improve the Company Car Program and contracts, taking into account the company’s cost and sustainability goals.  

In addition to the car fleet administration, the manager will support and be part of the EMEA Travel Management team. The individual will provide support in terms of day to-day travel & expense operations support services, actively run and analyze reports, support the small meetings program, corporate card program and support for the expense tool to travelers.

This role can be hybrid, remote or based in one of the following offices: Romania - Bucharest or Poland – Warsaw. Also, consider full or part-time 30 hours plus per week.  

Key Accountabilities:

• Constantly evaluate company car management and policy versus market leaders and competitors and best practices
• Support HR Compensation & Benefits with changes and amendments of the Corporate Car Policy and corresponding local addendums
• Continuously improve contract conditions with suppliers and OEMs.
• Interact with local fleet support contacts and manage escalation from company car holders and support them in their interaction with the leasing company. Direct fleet management where no local fleet support is available
• Support local fleet contacts especially in the commercial area, negotiate new contracts, issue car orders, support with invoice reconciliation and setting standard car configurations in country.
• Management of monthly vehicle file, vehicle evaluation, condition inspection and regular control of driver's licenses across countries.
• Support the company sustainability targets and regularly review and lower CO2 emissions of the EMEA fleet
• Supervision of insurances with the risk management team
• Invoice control, operating costs statement and cost control from leasing car provider
• Supplier Management: Perform regular supplier and strategic evaluations supplier development to obtain and develop the best suppliers and to ensure an optimum supply chain.
• Rental of replacement vehicles as required
• Damage management
• Fuel management as well as procurement and administration of fuel and electric car loading cards and the associated processes as well as their proper handling
• Implementation and compliance of company policies
• Controlling and reporting on fleet costs as well as mileage rates charges to clients
• Support the corporate payments, small meetings program, and coordinate traveler issue resolution for travel and expense. Coordinate activities with corporate travel agency.

Skills, Knowledge & Experience:

• University degree or proven strategic procurement and commodity management experience (for an international company)
• Experience in Commodity Management for Indirect Materials, ideally Company Car Fleet Management or Travel Management in a professional service company or experience in pharmaceutical industry.
• Good communication skills as will be required to work with cross functional partners
• Ability to set and work towards a specific goal, especially business goals, identifies risks and plans for contingencies to ensure delivery.
• Identify opportunities in own area to contribute to the commercial success of the company.
• Need to be organized, have the ability to work well under pressure and change priorities at short notice as and when the need should arise.
• Proficiency knowledge of MS Excel
• Proven ability to influence and motivate others.
• A high command of the English language is required
• Role requires a strong self-motivated manager who can drive transformational change and enjoys challenges.
• Demonstrated ability to build and maintain effective working relationships across functions, organizations, and suppliers/vendors
• Result focused, with evidence of actively driving change and supporting best-practice goals
• Ideally corporate travel industry and systems background
• Strong negotiation skills
• Ability to be managed remotely

Education:

• A wealth of recent experience in car fleet management
• Bachelor's degree in Business, Finance or Accounting related field or equivalent work experience