Travel Coordination Officer - Company fleet

Main tasks of positionCompany Fleet ManagementIssuing of sales invoices and contracts for the carsIssuing rent bills and contracts (intern or extern)Save, process and book car invoices, fuel invoices, invoices for repair from Open Text (SAP)Create requisition for fleet needs and track statusPlanon maintenance: add new vehicles, archive sold vehiclesUbstack/X Charge: administration and maintenance of the tool for the electric vehicles: adding new users, creating reservations, adding new cards, activation of charging stationsVehicle reservations: internal driver service, weekend trips, company car users, expatsMaintain fleet folders on the X drive: store the scanned documents of the new vehicles, archive sold vehicles, archive sales documentsMonthly reports: company car provision, mileage evaluation, list of non-activated vehiclesQuarterly reports: quarterly fleet reportSemi-Annual Reports: Fuel ConsumptionScrapping vehicles: Create BANF and process invoiceLicense plate number reservationsRespond to inquiries by email/phone/teems: who drives a vehicle, whether a certain vehicle has been sold, replacement vehicles during repairs, sending of various copies of vehicle documents, changes to vehicle reservationsE-mail correspondence with executives.Backup For Travel AgentsManaging online booking tool (OBE): administration user profiles, travel policy, claim management, continuous evaluation of the hotels (searching new options, negotiating new prices, offers, ) – continuous improvementProcessing business trips requests flight ticket, accommodation, transfer to/from airport, rental car, company car, train ticketSAP Concur supportBooking process for apartments for a period up to 6 months – searching for best option for the traveler, issuing contract and invoice for the apartment, keep contact with the ownerManaging company credit cards for online paymentsReports for all travel services ( weekly, monthly, every time its needed/requested)Processing all invoices for the booked services ( Egencia and VIM)Required Qualifications For PositionLanguage: German (B2 or higher), English (B2 or higher)Structured, analyticalPrecise working methodAttention to detailsHigh reliabilityExtremely well organized and structuredAbility of communication with all hierarchiesExcellent knowledge in Excel as well as good knowledge in MS Office ProgramsGood knowledge in SAP Concur or Egencia would be an advantageInterest in using and improving IT toolsInterest in changesProactive for improvementsCreative for soltution findingProfessional service-oriented attitude related to the business queriesAdaptability, resilience and genuine team spiritPrevious travel arranger experience would be an advantage