Fleet Administrator

1 month ago

Gloucester, United Kingdom 365 People Full time
365 People are hiring two Fleet Administrator's, one position is based in Gloucester and one is based in Cheltenham. This is a temporary role with the potential of a temporary to permanent placement.
Roles and Responsibilities:
• To organise and deliver an efficient and effective end to end vehicle, plant and equipment maintenance and repair administration & support service for internal and external clients.
• Ensure exemplary compliance with all legislative and best practice issues relating to fleet operations, vehicle workshop and vehicle maintenance and repair administration.
• Professionally liaise and communicate with all customers, workshops and stakeholders on service schedules, service delivery, quotations and any pre/post repair discussions.
• Maintaining all aspects of the Fleet management (Computer) System and manual processes including defect reporting and vehicle history files. Prepare reports as necessary, including fuel use and vehicle hire.
• Be responsible for the raising/amending of work orders, preparation and inputting of data & interrogating the fleet management and other computer systems as necessary.
• The booking of hired vehicles and liaising with hire companies, maintaining strict controls on compliance and weekly and daily use of hired vehicles. Pre and post vehicle hire checks, co-ordinating on/off hire and record keeping.
• Processing customer payments, preparing and sending sundry debtors invoices and account management liaison for any Fleet service in accordance with existing procedures and audit guidelines, including administering cash receipts and controlling outstanding debt.
• Ordering and issuing of vehicle parts and goods and services from stock and external suppliers as required and processing invoices for payment, ensuring cost effective procurement.
• To assist in the full ‘conception to disposal’ vehicle replacement programmes, as necessary.
• Transact with stakeholders for the fleet service, including updating, interrogating and maintaining fuel cards and fuel systems, MID (Insurance Database), telematics systems and any other system used by Ubico.
• Drive company vehicles to deliver and fetch goods for use by the company or to transport personnel.
• To seek and review customer satisfaction and feedback as required.
• To identify opportunities and sell and up-sell services offered.
• To maintain and interrogate databases and spread sheets containing service and customer related details and job status, including financial.
• Ensure equipment certification and calibrations are up to date and asset registers are maintained.
• Provide Fleet and general administrative support to the company, including other company offices, such as use of computer systems, minute taking, meetings administration, record keeping, filing, archiving and the sorting of mail.
• Transact with stakeholders including drivers, customers and suppliers and any internal/external communications, and deal with such enquiries promptly and efficiently.
• The production and administration of job tickets, work schedules and day works orders from the fleet management and any subcontracted suppliers computer system.
• Undertake any other responsibilities or training that may be required by the Head of Fleet Operations, commensurate with the grading of the post.
This role is available immediately, if you are interested please apply directly to this job advert or contact 365 People on (phone number removed) today

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