Fleet & Travel Specialist

The Fleet & Travel Service Specialist serves as the primary architect and operator of the company’s mobility programs. This role is responsible for the strategic management of corporate vehicle assets and business travel, while simultaneously functioning as the main POC for fleet and travel service tickets . The goal is to provide seamless, end-to-end support for employees and clients through a structured ticketing system, ensuring safety, policy compliance, and cost-efficiency.

1. Fleet Management

- Coordinate daily trip schedules for both company-owned vehicles and third-party transport providers (eg. car rentals, chauffered services and shuttle vendors).

- Manage high-priority transport for executives and internal clients, ensures punctuality and VIP service standards.

- Analyze trip volume to determine when to utilize internal drivers versus outsourcing to third-party vendors for maximum cost-efficiency.

- Book and coordinate supplemental transport via external vendors when internal fleet capacity is reached.

- Manage a team of professional company drivers, including roster scheduling, shift scheduling, and attendance tracking.

- Conduct regular driver performance reviews. Implement safety training programs amd ensure all drivers maintain valid professional licenses and medical clearances.

2. Travel Management

- Act as the point of contact for airlines, hotesl and travel management companies.

- Execute and manage hotel bookings for employees, executives, and internation clients, ensuring all reservations align with corporate travel policies.

- Act as the primary point of escalation for hotel and airline related issues, including overbookings, check-ins disputes or last minute cancellations.

- Ensures all travelers receives timely digital itineraries, confirmation vouchers, necessary billing instructions (eg. Letter of Authorization for corporate billing).

3. Service Ticket Management

- Act as a primary owner of the Fleet & travel service queue. Open, assigned, and close tickets for travel bookings, hotel room reservations, vehicle repairs and transport requests.

- Manage urgent " in-progress" tickets, such as vehicle breakdowns, missed flight connections, or hotel check-in issues.

- Ensure all tickets are resolved within the company's defined service level agreements.

4. Vendor Management

- Source, negotiate and manage corporate rates with preferred hotel chains. Conduct periodic audits of hotel service quality.

- Manage relationships with leasing companies, maintenance workshops, insurance providers, and fuel card issues.

- Regularly benchmark third-party transport and hotel rates against market data to ensure competitive pricing.

5. Expense Monitoring & Financial Reporting

- Monitor and track all expenses related to fuel, tolls, maintenance, airfare and lodging.

- Prepare monthly reports comparing actual spend against the departmental budget, identify and explain variances.

- Analyze "Total Cost of Ownership" for company vehicles versus the cost of third-party rentals to recommend the most efficient mobility strategy.

- Track and report monthly operational spend for fuel, maintenance, airfare, and lodging. Provide " Actual vs Budget" variance analysis to management.