Who are we?

Passion, innovation and commitment are our values. If you love challenges and work in an international environment this is the opportunity for you!

Cooltra, European leader in sustainable mobility 🛵 is looking for an administrative assitant to join our team in Lisbon.

The Administrative Assistant will be responsible for managing and processing fines, tolls, fleet documentation, motorcycle sales, decommissioning, contracts, and financial support. This role ensures proper organization, communication, and compliance with internal and external procedures, while also assisting in payment and invoicing processes. The mains taks will be in the following areas:

Fines:

• Receive and process traffic fines related to the fleet and identify the responsible driver.
• Send notifications (registered letters or emails) to the drivers.
• Register and maintain the fine control file.

Tolls:

• Monitor and check multiple toll platforms.
• Verify the correct identification of motorcycles in toll systems.
• Prepare a detailed file of all transactions (dates, times, photos).
• Process payments and close transactions on toll platforms.
• Manage fleet vehicles and identifiers on the Via Verde portal.

Motorcycle Sales:

• Handle necessary paperwork, including IRN forms, signatures, and notarizations (External Service).
• Oversee the sales process until the motorcycles are fully removed from the fleet.

Documentation:

• Digitize and organize the motorcycle documentation archive.
• Prepare notarized copies for clients (e.g., DAUFOOD at ARAC – External Service).
• Manage the annual renewal of insurance certificates for the entire fleet (B2B and Sharing).

Decommissioning:

• Submit documentation to the decommissioning company and follow up on the process.
• Schedule and oversee vehicle collection and documentation handling.
• Send Decommissioning Certificates to the Operations department in Barcelona.

Contract creation & updates:

• Open new contracts based on information provided by the sales team and collect customer details (name, address, contacts, tax data, etc.).
• Define contract conditions (motorcycle type, rental duration, prices, included services, etc.), fill in and generate the contract for digital signature.
• Register and archive contracts in the internal system, ensuring distribution to relevant teams.

Financial Tasks:

• Support the control and payment of supplier invoices.
• Verify and validate invoices related to fines, tolls, and fleet maintenance.
• Record expenses and monitor fleet operational costs.
• Assist the finance team in payment reconciliation and cost analysis.
• Prepare periodic financial reports on expenses and pending payments.

Requirements

• Previous experience in administrative and financial roles (preferably in mobility, transport, or fleet sectors).
• Strong organizational skills and attention to detail.
• Proficiency in Excel and document management tools.
• Intermediate level of English (B2)
• Clear and effective communication skills.
• Proactive and autonomous work approach.
• Basic knowledge of accounting and financial management.

What do we offer?

• Enviable working environment be part of an international organisation that values diversity and collaboration.
• Full-time and permanent contract.