Fleet & Travel Procurement Coordinator

Short Description

Function : Finance - Procurement

Reports to : Head of Procurement Vendor Relationship Management

Location : Romania or Spain

Why we need this role

The Fleet & Travel Manager is responsible for the effective procurement, coordination, and management of company vehicles and business travel services. This role ensures that fleet operations are cost-effective, sustainable, and compliant with corporate policies and regulatory standards. It involves strategic sourcing through supplier negotiation and contract management, with a focus on minimizing total cost of ownership.

For travel, the manager designs and enforces travel policies that prioritize employee safety, sustainability (ESG), and cost control. They oversee vendor relationships for both fleet and travel, ensuring high service standards and performance. The role works cross-functionally to align travel and fleet operations with business goals, while leading initiatives to enhance sustainability, reduce risk, and improve operational efficiency.

What you'll do

Fleet

Lead the end-to-end vehicle procurement and return process in alignment with company needs and budget.

Research and recommend vehicles that meet operational or benefit-related requirements.

Oversee leasing and rental agreements, ensuring timely return of vehicles no longer in service.

Coordinate maintenance schedules and repair services to ensure vehicle reliability and safety.

Monitor and evaluate driver performance and behavior to promote safety and compliance.

Ensure adherence to fleet safety regulations and internal company policies.

Track and manage vehicle usage across the business to optimize operational efficiency.

Analyze fleet-related costs (fuel, maintenance, insurance) and implement cost-saving measures.

Negotiate and manage contracts with fleet suppliers and service providers.

Collect, analyze, and report fleet performance data to senior leadership.

Oversee the internal fleet helpdesk, addressing queries and resolving operational issues.

Travel

Ensure efficient travel operations and provide high-quality support to business travelers

Manage the travel helpdesk, assisting employees with bookings and travel-related inquiries.

Support travel reservations (flights, hotels, car rentals), ensuring compliance with travel policies and budgets.

Provide real-time assistance for emergency or disrupted travel situations.

Oversee travel expense reporting, ensuring submissions are accurate and processed in line with policy.

Educate employees on travel and expense policies to ensure adherence.

Coordinate with the Travel Management Company (TMC) to maintain seamless service delivery.

Negotiate contracts and maintain strong vendor relationships with the TMC.

Ensure employee traveler profiles and databases are kept accurate and up to date.

Collaborate with TMC to support geographic expansion and new business requirements, including ESG initiatives.

Monitor compliance with travel policies and support policy enforcement.

Track and analyze travel spend and trends; generate insights to drive cost efficiencies and improve policy effectiveness.

What we look for

3 years of prior work experience in similar positions, managing both travel and fleet or at least one of the areas

Demonstrated success working efficiently in dynamic, fast-paced, and multi-national environments

Fluent in English (oral and written); proficiency in an additional European language is a plus

Proficient in Microsoft Excel

Solid understanding of data handling and database management

Collaborates closely with HR on employee travel and fleet management coordination

Strong organizational skills with a proven ability to prioritize tasks and meet deadlines

Culturally aware and adept at working across diverse teams within the EMEA region

Bachelor’s degree or equivalent education preferred

Highly self-motivated with a strong sense of initiative and determination

Adaptable and proactive mindset

Effective team collaborator with a positive, solution-oriented approach

Skills

Business Process Modeling

Procurement Procedures

Procurement Knowledge

Vendor Performance Management

Cost Optimization

Relationship Management

Education

A bachelor’s or master’s degree in Finance, Economics, Business Management or a relevant field