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Fleet Administrator

7 months ago

Ipswich, United Kingdom OCS Full time

**Job Reference: /PA/21-05/1182/17**

**Job Title: Fleet Administrator**

**Location: Ipswich**

**Salary: Competitive**

**Hours per week: Monday to Friday - 37.5 hours per week**

**Business Overview**

Atalian Servest and OCS have merged to create a new organisation, the OCS Group UK & Ireland. We are a leading facilities management company providing a range of both standalone and integrated services including cleaning, catering, security, technical services, energy management and compliance, front of house, landscaping, logistics, waste management and pest control services. The company has a turnover of £1.5bn and operates across the UK and Ireland with 50,000 colleagues delivering innovative award-winning services to the private and public sectors and supporting the local communities in which it operates.

**Role Overview**

We are currently recruiting for a Fleet Administratorto join our passionate and driven team based in Ipswich.

Reporting to the Fleet Administration Manager, the Fleet Administrator role has primary responsibility for administering the day to day requirements of the Fleet department. Working closely with internal and external stakeholders to provide best in class service delivery to the wider OCS business.

**Benefits**
- 25 days holiday + bank holidays
- Free fruit in our offices
- Wide range of retail discounts
- Regular social and charity events are held in our offices
- Get involved in charity events in the local community

**Wellbeing**
- Discounted gym membership
- Eye test £25 voucher and up to £100 towards glasses
- Access to internal Mental Health First Aiders

**Career development and recognition**
- Required professional membership fees paid for
- Long service awards

**Key Responsibilities**:
Functional
- Keeping accurate records of vehicles coming into and exiting the business using internal Fleetwave system.
- Updating and monitoring driver license checking system, ensuring new starters are captured prior to driving and leavers are removed from the system inline with legal requirements.
- Keeping accurate records of driver records and vehicle allocations.
- Managing grey fleet insurance through company system.
- Updating and managing tolls and congestion zone records and charges.
- Dealing with penalty charge notices and notices of intended prosecutions.
- Raising purchase order numbers and goods receiving notes.
- Dealing with external suppliers for repair and maintenance of vehicles.
- Monitoring and resolving queries through shared fleet inbox.
- Monitoring and reporting on hire vehicle usage.
- Administration of telematics and tracking system.
- Monitoring and updating accident management process.
- Arrange collections and deliveries of vehicles.
- Onboarding and offboarding new members of staff onto company systems.
- Monitoring fuel card usage, order and cancel cards as and when required.

General
- Avoid conflict of interests between personal interests and the interests of the UK & Ireland group.
- Exercise independent judgment, reasonable care, skill and diligence when carrying out their duties.
- Act in good faith and promote the long-term success of each company within the UK & Ireland group for the benefit of all members and wider stakeholders.
- Adhere to and promote the UK & Ireland group’s policies on equality & diversity, information security, health and safety and data protection in the performance of their duties and the management of the departmental functions reporting into them.
- Support and promote the UK & Ireland group’s sustainability plans and policies, including the Carbon Management Plan, and carry out duties in a resource effective way, recognizing the shared responsibility of minimizing negative environmental impacts wherever possible.

**About You**:

- **_ Applicants must have the right to work in the UK_**:

- Strong background in a senior fleet management role
- Excellent leadership skills.
- Excellent verbal and written communication skills.
- Ability to work under pressure, plan personal workload effectively and delegate appropriately.
- Excellent strategic planning skills.
- High level of integrity and dependability.
- Ability to present to and negotiate/influence executive level stakeholders.
- Commercially focused with experience managing own P&L
- Previous experience in senior level Procurement roles.
- High level of competence in full Microsoft suite.

Core Expectations
- Show flexibility in working arrangements to ensure that a high level of service is delivered.
- Self-motivated and able to work effectively in a fast-paced environment
- Have a positive and focused attitude when dealing with all colleagues
- Be able to take personal responsibility
- Have a flexible and positive attitude towards work
- Be keen to continuously improve own learning and development
- Support and embed the UK & Ireland group’s corporate values.
- Can-do attitude and promotion of supportive culture

**How to apply**

If you are interested i