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Fleet Coordinator

3 months ago

Normanton, United Kingdom Sigma Full time

**Job Title**:Fleet Coordinator

**Number of Roles**: 1 | **Division**:Logistics | **Location**: Normanton

**Career Band (Internal Only)**: 6 | **Hours Per Week**:40 | **Closing Date**: 03.05.2024

**Overview of company**:
Sigma are experts at transforming commercial space. With over 20 years’ experience operating in the fast-paced and dynamic retail sector, Sigma provide a true end-to-end service; from store construction and consolidation to fixture procurement, projects, and mechanical & electrical installation.

Ranked in the top 10% of the 2019 _Sunday Times International FastTrack 200_ awards, we’ve been acknowledged as being one of Britain’s fastest growing private companies.

It’s our people that make us who we are, and we are proud to have some of the most experienced, knowledgeable, passionate, and dedicated individuals within our industry, at every level in our business.

Sigma is committed to creating a diverse environment and is proud to be an equal opportunities employer.

**Outline of role**

To support the Group Transport Manager in the administration of Sigma’s fleet of company vehicles, including grey fleet, commercial vans, and spot hired vehicles. To autonomously execute general fleet administration duties as required, and provide admin/co-ordinator support to the wider Sigma Logistics team as required.

**Main responsibilities**

Required to work closely with the transport supervisor and associated team members, drivers, group divisions, and administration departments, as well as external suppliers to facilitate and maintain the day to day function of the non-HGV fleet. Liaise with group finance where required to ensure prompt processing of purchase orders, invoices and the raising of sales orders.

Main duties include:

- Administration of all Penalty Charge Notices and Notices of Intended Prosecution for the Sigma fleet
- Booking and control of all external hire vehicles, and pool vehicles
- Processing general fleet enquiries from external and internal stakeholders
- Fuel Card administration
- Liaison with Telematic and Camera installation teams on hire and de-hire
- Management of the fleet data spreadsheet
- Support vehicle compliance, servicing, minor repairs and MOTs, with local providers
- Execute all Fleet purchase orders and sales orders through Sage
- Work alongside management accounts team to administer the Fleet invoices and PO’s
- Ad-hoc duties as required to support the fleet and or logistics operations
- One week of out of hours admin cover per month

**Statements of accountability**
- The ability to be flexible and adapt to any task is essential
- Hire vehicle booking to fulfil operational needs
- Invoice reconciliation / cost recording
- Query and follow-up on all invoice queries with relevant suppliers, VW, Ogilvie Fleet etc.
- Reporting of progress, statistics & opportunities
- Logging service issues, routine maintenance, MOT’s etc. as required
- Maintaining accuracy of Fleet Information spreadsheet
- Creating & maintaining Sage PO’s in terms of hire fleet and leased vehicle inventory
- Day to day resolution of Fleet issues or escalation where required
- Manage and prioritise workload
- Liaise with company car drivers on maintenance and renewals
- Challenge inaccurate and or omitted information provided by drivers re. Fuel card use
- Ability to use own initiative / problem solving
- Ensure costs are present and accurate at time of booking hire vehicles - taking necessary action without guidance
- Develop and maintain operational relationships within Sigma, internal / external colleagues and Fleet Operations team
- Positive “can do” attitude is essential
- Ability to work both alone and within a team
- Ability to maintain records / spreadsheets
- Ability to multi-task and adapt throughout the day
- Knowledge of Fleet Management Systems
- A basic understanding of transport legislation and compliance
- Ability to interact on a level with other internal departments
- Flexible and adaptable
- Experience of dealing with drivers / suppliers
- Experience of operating IT systems / Microsoft office packages especially Excel
- Develop & maintain operational relationships with colleagues, internal customers, drivers, suppliers and external service providers
- Good telephone manner
- Attention to detail
- Good time keeping

**Benefits**:

- 25 days holiday plus bank holidays
- A day’s ‘birthday leave’ to be taken within your birthday month
- Opportunity for hybrid working*
- Opportunity to buy or sell up to 3 days holiday*
- Ability to participate in the Octopus EV salary sacrifice scheme*
- Ability to participate in the Cycle to Work Scheme*
- Employee Assistance Programme
- Healthshield cash plan with discounts on high street stores
- Free external financial advice - offering support for mortgages, pensions and insurances
- Enhanced family friendly pay*
- Free tea, coffee and fruit on all sites
- _Subject to service requirements_

**Opportunity to be inv