Fleet Administrator - Poppy Mobility NV

Fleet Administrator

Location: On-site – Vilvoorde

Contract type: Full-time

Start date: As soon as possible

🚗 About Poppy

Poppy Mobility is a Belgian provider of sustainable shared mobility with a fleet of over 2,000 vehicles active across Antwerp, Brussels and major airports.

Our mission is simple: make mobility accessible, efficient and reliable.

🚗 About the Role – Fleet Administrator

As a Fleet Administrator, you are responsible for the correct and complete administrative management of our fleet.

You ensure that every vehicle is properly registered, documented and compliant, and that all administrative processes run smoothly.

This is a structured, detail-driven role with direct impact on operations. Without accurate fleet administration, vehicles cannot be deployed or operated efficiently.

You work closely with the Fleet Manager, Daily Operations and Technical teams.

🚗 Your Responsibilities

📋 Vehicle Registration & Compliance

• Register new vehicles with authorities (e.g. DIV)

• Request and follow up on license plates and official documentation

• Ensure all vehicles are compliant with legal and administrative requirements

• Track and follow up on technical inspections and deadlines

📋 Fleet Data & Documentation

• Maintain accurate and complete vehicle records

• Register and update vehicles in internal systems

• Ensure data consistency across tools and platforms

• Organize and archive all vehicle-related documents

📋 Operational Administration

• Prepare vehicles administratively for infleeting (documents, plates, keys)

• Manage and track vehicle keys and documentation flows

• Support outfleet and remarketing processes

• Coordinate with internal teams and external partners for administrative follow-up

📋 Quality & Process Control

• Ensure accuracy and completeness of all administrative actions

• Detect and resolve inconsistencies proactively

• Support improvement of administrative processes

🚗 What We Offer

• A key operational support role with direct impact on fleet availability

• A fast-growing mobility company with strong ambitions

• A structured role within a dynamic operations environment

• A young and driven team with short communication lines

• Competitive salary package

Requirements

🚗 Your Profile

• Experience in administrative roles, ideally linked to automotive or fleet

• Strong attention to detail and accuracy

• Structured and organized way of working

• Comfortable working with digital tools (Excel, Google Sheets, internal systems)

• Proactive and reliable

• Able to work independently and in a team

• Professional proficiency in Dutch, French and English