Fleet / Insurance Assistant Manager

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.Job SummaryTo work closely with the Fleet Manager, efficiently administrating the day-to-day fleet and insurance processes, supporting and collaborating on management strategies to develop and improve on cost, risk management, legal compliance, and work efficiencies for all entities of the business in the UK&I.Essential Duties/Principal ResponsibilitiesFleet Processes Onboarding new employee records for all business entities (employee details, vehicle band, company cost centre, driving licence checks, system updates)Notify employees on vehicle acquisition/replacement (appropriate band level, vehicle choices)Obtaining best price vehicle quotes from leasing suppliers and applying orders to the most competitive pricingFuel cards – ordering/replacing/cancelling and updating to requirements. Uploading into fleet system. Notification of any rejection/anomaliesArranging company branding and internal fittings to vans (racking, livery, branding, security locks etc.)Managing tracking addition/removal to/from vehicles as required Monitor drivers’ monthly mileage, ensuring drivers are keeping data up to dateSupporting drivers to ensure that the Xylem fleet is operating in accordance with legislation and regulations – e.g. MOT, HGV Operating Licence (TACHO detail reporting), service schedules and ad hoc support (breakdowns, vehicle issues)Vehicle rental bookings – on hire and off hire (ensuring no alternative fleet vehicle is available to support cost savingsProducing reports as required – Payroll P11d, monthly lease review (vehicle changes – end of lease termination detail)MHE – support the Fleet Manager in progressing site equipment requirementsAct as point of contact for all insurance matters covering both global and local insurance policies.Management of all insured claims including preparing necessary documentation, liaising with insurers/brokers and, where necessary, liaising with Xylem HQ Director of Risk Management.Evaluate options for renewals and prepare and present renewal strategies to management. (Pre renewal and subsequent renewal meetings with AON)Responsible for the processing of all claims including liaising with internal Project Managers and collating and verifying all data. Handling, negotiation and supervision of insured and non-insured claims/conflicts with internal and external parties resulting in solved cases with minimal damage for the Company in both costs and reputation.Responsible for gathering/distributing insurance certificates as needed for the business units/divisions. (Upload centrally onto EHS share-point site)Finance Raising PAR requests for replacement commercial vehiclesRequesting P.O. for vehicle work, replacement itemsUse P-card to pay for emergency vehicle items – e.g. fines, unscheduled vehicle repairs.Process invoices for payment on OCTOPUS finance system (checking and rejecting any invoices that need to be queried)Working with the Fleet Manager to identify and implement cost savingsPrepare/assist with annual premium allocations for business units/divisions.Risk ManagementKeeping licence database up to date. Ensuring management are notified of drivers who are potentially a risk to the business – e.g. endorsements, revoked and non-compliant licencesProvide advice, support and guidance on insurable event based risk and undertake contract and agreement reviews as necessary. Analyse insurance claims and costs and present reports to management on the Company’s insurance portfolio including regular reporting on claims data. (Vehicle claims data patterns and trends, Rental damage spike in notifications etc) Managing driver fines/speeding notifications – ensuring payments are made to authority as necessary and keeping spreadsheet updated in a timely mannerMonitoring Driver behaviour and reporting where necessary to Line ManagementManaging insurance database – ensuring that all vehicles are accounted for on/off insurance MID recordsAnalyse claims data and provide insight to management on actions to mitigate risks and reduce insurance costs. (Driver Training initiative 121 and e-learning)Maintain and continually review the register of insurance policies and their contents and identify adjustments where appropriate, to ensure that insurable risks are covered at all times.Qualifications: Education, Experience, Skills, Abilities, License/Certification:Required Qualifications Proven experience in insurance management and/or fleet operations, ideally within a corporate environment.Computer literate (excel, word knowledge)Excellent verbal and written communication skillsExcellent administration and organisational skillsDemonstrable ability to learn and apply new knowledge and skillsTime management skillsGood attention to detailJoin the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.