Fleet Operations Administrator (Fluent German)

Job Description

Reporting to the Fleet Manager, the administrator will be the expert on designated areas of programmes and policies and how they are deployed across the IBM Germany and IBM Austria Fleets.
The Fleet Administrator will be responsible for maintaining an effective day to day fleet operation ensuring compliance, targets and key performance indicators imposed on suppliers are managed and out of line situations and matters of non compliance are addressed. Their time will be spent 50% supporting Austria and 50% supporting Germany. They will receive work guidance from IBM Austria and IBM Germany respectively.

Responsibilities:

  • The ability to understand the complexities of the 'car fleet policy' to provide expertise on designated Fleet plan, programme and policies and how they are deployed.
  • Strength and diplomacy to develop and retain professional business relationships at all levels within IBM and with suppliers
  • Ability to have the authority to make decisions, work to tight deadlines, expected to question should supplier impact cost or appear not to make business judgement on behalf of IBM
  • IT skills to understand the systems in place (ie excel, Microsoft) to manage day to day operations and the competence to assist in testing and implementing any IT developments
  • Become familiar with the suppliers contract terms as they relate to financial matters to ensure any payments made by IBM are within the terms of the agreements.
  • Good written and spoken German and English in a business context to be able to present clear conclusions and recommendations, converse with colleagues and suppliers
  • Knowledge of Fleet management and or lease arrangements are desirable although not essential.
  • Provide Deputy cover for other members of the Finance Team.
  • Produce monthly Business review figures and data for the Fleet Reviews as directed by Business Controls Coordinator.


Specific Activities:

Support the Austrian Executive company car program end to end, maintain contact both with drivers and Austrian HR as well with the vendor, manage the TaskID. Request company car or allowance related changes in the HR system, check and process eligibility and the related documentation, get the necessary approvals (HR, Procurement).
Audit the monthly lease invoices ensuring that any variances are addressed and recorded and that IBM policies are kept.
Manage POs starting from cart creation through uplift until closure. Control car orders and returns, reallocations and do the related tasks.
Conduct quarterly calls with the vendor, create yearly cost report and other, ad hoc tasks.

Germany
  • Recalculation of contracts
  • Answering contract extension employee queries
  • Creation of Bond Carts
  • Managing the online reallocation list


Required skills, education and experience:
  • Fluent in German both verbal and written
  • Good computer literacy
  • Strong Excel skills using Microsoft Excel for data entry and analysis
  • Being able to analyse and interpret data, and make informed decisions
  • Excellent and effective communication skills and customer service orientated
  • Able to work to tight deadlines, cope with peak workloads, and maintain high standards under pressure
  • Excellent team skills


Required Technical and Professional Expertise

  • English: Fluent
  • German Fluent
  • Excellent team skills
  • Able to work to tight deadlines, cope with peak workloads, and maintain high standards under pressure
  • Excellent and effective communication skills and customer service orientated
  • Being able to analyse and interpret data, and make informed decisions
  • Good computer literacy
  • Microsoft Office knowledge level 2
  • Strong Excel skills using Microsoft Excel for data entry and analysis


Preferred Tech and Prof Experience

none

EO Statement
IBM is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. IBM is also committed to compliance with all fair employment practices regarding citizenship and immigration status.


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