Fleet officer

Aerospacelab is looking for a Fleet & HR Coordinator to join our team. This dual role combines the operational and administrative management of our company vehicle fleet with the coordination of recruitment and administrative processes for interns, apprentices, and student workers (BE/FR).

Fleet Management

• Collaborate with the Fleet Manager to establish and maintain company vehicle lists
• Liaise with the HR department on matters related to employees' vehicles
• Handle the administrative and operational management of vehicles: fines, claims, insurance, maintenance, etc.
• Draft clear informative procedures for drivers (best practices, obligations, steps to follow in case of an accident, etc.)
• Place and follow up on company vehicle orders
• Act as the main point of contact with leasing companies and dealerships
• Organize and follow up on interim and end-of-contract vehicle inspections

Recruitment & School Relations

• Centralize managers' requests for interns, apprentices, and student workers (BE/FR) and coordinate candidate selection
• Manage relationships with schools and universities: partnerships, job days, distribution of job offers

Contracts & Compliance

• Draft appropriate contractual documents (internship agreement, apprenticeship contract, student contract BE/FR) and ensure compliance
• Have an NDA signed before each start date and ensure proper supervision of assigned work

Administrative Procedures

• Handle start-of-employment declarations: Dimona (BE), DPAE/URSSAF and OPCO (FR)
• Manage the specifics of student employment: Student@work quota, Dimona STU, transmission of hours to payroll
• Submit and follow up on subsidy and training aid applications (BE/FR)
• Manage VIE files with Business France

Follow-up

• Track files: amendments, extensions, end of assignment, mentoring and evaluations
• Maintain reporting on populations (headcount, costs, subsidies, conversions) and monitor BE/FR regulatory changes

• Bachelor's or Master's degree in automotive expertise, insurance, human resources, management, or a related field
• Good understanding of BE/FR labor administration processes (or willingness to learn quickly)
• Fluent in French and English (written and spoken)
• Strong organizational skills, administrative rigor, and autonomy
• Good interpersonal skills, comfortable interacting with a variety of stakeholders (internal and external)

• Knowledge of Dutch
• Knowledge of Odoo
• Prior experience in fleet management, insurance, or HR administration
• Familiarity with French administrative bodies (URSSAF, OPCO, Business France)
• Basic knowledge of automotive law or regulations related to company vehicles