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Fleet Administrator
2 months ago
Due to continued growth, Facilities By ADF have an exciting opportunity for a Fleet Administrator to join their team.
Location: Longcross, Surrey (KT16 0EF)
Salary: Competitive Salary + Benefits Package
Job Type: Full - Time, Permanent
Hours: 40 Hours PW Working Monday to Friday
About Us:
Facilities by ADF plc provides serviced vehicle hire for television and film productions in the UK and Europe, specialising in on-location support for dramas and major features. As a dynamic and expanding company, we are proud to be listed on the London Stock Market.
Our smart, efficient hire fleet includes artiste trailers and departmental trucks for costume, make-up, and production, as well as diners and honeywagons. Facilities by ADF aims to provide each production with unrivalled service through our extensive investment in both our people and our vehicle fleet.
At ADF, we firmly believe in investing in our people, knowing that this commitment is the cornerstone of our culture and instrumental in the delivery of extraordinary customer service. This unwavering dedication fosters a culture of success, enabling us to consistently achieve outstanding results.
Fleet Administrator – The Role:
The administrator provides support to the Fleet Manager and other departments. They must be highly organised and aspire to be key to the smooth running of the department. They are involved with the coordination and implementation of procedures and frequently have responsibility for specific projects and tasks.
Most work involves both written and oral communication, and requires organisational and presentation skills, as well as the ability to multi- task and work well under pressure.
Fleet Administrator – Key Responsibilities:
- Updating of R2C workshop management system for new and existing vehicles
- General administration of “O” licence and associated compliance
- Arrange IVS Applications & Inspections
- Arranging inspections/MOTs/IVA’s/Tacho Calibrations with outside service providers
- Cross-referencing equipment on production against job sheets for Tacho calibration, service and MOTs, electrical certification certificates
- Keeping vehicle/trailer files up to date in line with auditing & DVSA requirements.
- Update and distribute completed VOR List
- Update Hire Vehicle Spreadsheet & Issue Weekly Hire Report
- Arranging hire vehicles as requested, including cars, vans, HGV’s
- Ensuring all Cross Hires paperwork is sourced and compliant prior to use from Account Management team
- Manage MOT, Services, Loler, Tachos, electrical certification for Cross Hires where agreed
- Adding vehicles to required accounts (MID, CC, Dartford, CAZ’s, LLCS etc)
- Update in house matrix with yard check, VOR, MOT’s, including Fleet Profile plan matrix
- Input into weekly reports and dashboards for compliance
- Monitoring and processing PCNs, fines and speeding violations
- Manage vehicle Taxation
- Manage new vehicle compliance paperwork and certificates
- Certificate of conformity and registration through DVSA
- Processing paperwork for SORN or scrap vehicles
- Issuing PO numbers for all work carried out and authorising invoices
- Generating + Running Fleet List
- Liaising with Supply Base as necessary
- PO Query, Review & Resolution
Fleet Administrator – You:
Essential:
- Excellent communications skills, verbal and written
- Experience of working in a fast paced and dynamic environment
- Experience working in a busy transport office
- Knowledge of current regulations relating to HGV compliance
- Ability to work under pressure and to demanding deadlines
- Knowledge of Microsoft Outlook, Excel and Word
- Ability to work alone and within a team
- Ability to multitask efficiently within a dynamic and fast paced transport environment
Desirable:
- OLAT certification
Fleet Administrator – Benefits:
- 28 days paid holiday (inclusive of Bank Holidays) increasing with each year of service
- Company Pension Scheme
- Life Assurance Cover
- Access to Employee Assistance Programme
- Informal Reward Scheme
- Free Eye Tests
Application Process:
If you would like to be considered for this unique Fleet Administrator opportunity, please submit your CV with a comprehensive cover letter telling us why this role is for you.
