Fleet Administrator
22 hours ago
Optimise by Recruitment are delighted to work alongside a leading vehicle rental network dedicated to providing exceptional service and support to its partners across the UK.
As a Defleet Service Specialist, you will play a pivotal role in ensuring the seamless transition of vehicles through their lifecycle, from return and refurbishment to final disposition.
This administrative role requires meticulous attention to detail, excellent communication, and a proactive approach to managing service documents and queries. Joining a dedicated team of professionals, you will directly contribute to maintaining operational excellence and customer satisfaction within our thriving Defleet Department.
Key Responsibilities
Vehicle Management
- Log vehicle defleets and service intervals to ensure accurate records.
- Oversee the return, inspection, and collection process
- Ensure vehicles are marked "ready to collect" post-refurbishment or disposal.
- Handle logistics for repossessed vehicles and vehicles awaiting allocation or re-rent status.
- Documentation and Invoicing
- Manage service records, ensuring all vehicle maintenance documentation is complete and accurate.
- Raise invoices for refurbishment, penalty charges, contract hire recharges, and auction/disposal activities.
- Process purchase invoices.
- Maintain tax compliance by managing monthly vehicle taxation.
Customer and Dealer Engagement
- Build strong relationships with customers and colleagues to deliver excellent service.
- Address and resolve disputes, including credit issuance when necessary.
- Manage dealer complaints and ensure resolution in a timely manner.
Operational Support
- Approve vehicles for refurbishment and ensure timely completion.
- Track overdue vehicles and ensure adherence to timelines.
- Administer contract or hire extensions when needed.
- Support the defleet process by preparing monthly reports on fleet performance and service compliance.
- Insurance and Legal Compliance
- Handle insurance claims, including settlement figure determination and invoice generation.
- Process VE103b forms and ensure proper handling of V5 vehicle documentation.
What We’re Looking For
- Previous roles in vehicle leasing, rental, or dealership environments.
- Familiarity with warranties or service administration.
- Exceptional organisational and multitasking abilities.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
- Positive attitude with the ability to work well under pressure.
What We Offer
- Competitive salary.
- Private Medical Insurance
- Company car scheme (after 12 months).
- On-site gym and free parking.
- Regular team events and celebrations.
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