Fleet Maintenance Administrator

1 month ago

Bardon Hill, United Kingdom Resolve Personnel Full time

Fleet Maintenance Administrator
Aim of the role:
To ensure all Rental, 3rd Party and company affected depot fleet scheduled maintenance and recall events are booked in advance, agreeable with the external and internal stakeholders as directed by operator’s licenses. Updating the booking trackers for the maintenancecontrollers to ensure vehicles arrive for their scheduled events. Chasing of compliance documents upon completion, ensuring documentation is stored as per policy and fleet management systems updated. Support in workshop administration of job card opening,parts ordering as directed by technician and job closures. Supporting the business with associated operational day to day task’s such as RFL’s, vehicle structure changes etc.
Key Requirements:

- Running weekly scheduled events off Jaama Key2 and liaising with both customer and supplier to ensure that they are booked in accordance to the customer’s operator’s license for Rental Solutions, 3rd Party Workshop and the dedicated sites via head office.
- Uploading booking data on spreadsheet for maintenance controllers to chase to ensure they arrive as planned.
- Update and maintain asset database, ensure certificates are available for inspection for legal compliance.
- Ensuring MOTs are booked in advance utilising internal workshops then external suppliers
- arranging MOT replacement vehicles.
- Liaising with workshops, ensuring that job cards are raised through Key2 and closed within a timely manner.
- Raising purchase order numbers across internal workshops and Head Office maintenance and events team.
- Ensure MID Checks are completed on a weekly basis ensuring all vehicles are correctly insured.
- Ensuring the Fleet of vehicles are allocated to the correct Toll’s.
- All recalls loaded into the database and sent out to department, complete weekly reports and chase updates.
- Monitor MOT test completion and collate test certificates.
- Ordering, allocation and renewal of Trade Plates.
- Taking telephone calls from suppliers ensuring that queries are appropriately qualified and re-directed.
Further Responsibilities:
Running weekly PMI events and creating booking tracker with the support of the manager which controllers can follow to ensure down time is kept to a minimum along with arranging maintenance vehicle movements.
Ensuring that all costs received from suppliers match the agreed rates.
Ensuring that the fleet of vehicles is insured correctly on the insurance portal.
Ensuring vehicle recalls are put into Key2 and workshops are informed and importance of them.
Running weekly reports and highlighting workshops not completing and updating the fleet system.
Responsible for developing a strong knowledge of the company’s fleet management system.
Working with the team to ensure hired/ contract fleet have been scheduled in with 3rd party maintenance.
Required Skills/Qualifications;
- Strong administrative skills - demonstratable by experience
- Attention to detail is key
- Confident communicator - you will be dealing with people at all levels of the business
- Strong telephone skills
- Team orientated
- Willingness to develop the role
- IT literate with excellent Excel skills
- Confident in navigating systems to obtain information
- Full driving licence is desirable, this role may involve occasional travel to depots/ workshops
Working Monday
- Friday 8am-5pm with 1 hour for lunch.

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