Fleet Administrator

**Job Title**:

- Fleet Administrator

**Reporting to**:

- Fleet Manager

**Nature and Scope**:

- As part of the company’s Fleet team contribute to the overall aims of the company through the efficient and compliant administration of company fleet including vehicles, plant and equipment.

**Job Purpose**:

- The role holder, reporting directly to the Fleet Manager will be responsible for undertaking administrative and reporting tasks relating to the management its fleet of vehicles, plant and equipment including maintenance, driver and company compliance, and the fleet management system. They will also ensure that exceptionally high levels of internal customer service are always maintained, whilst delivering on specified targets, including health & safety, compliance, and supporting the achievement of the Company’s objectives and work plans.

**Principal Duties and Responsibilities**:

- Maintain asset, service and repair records through the fleet management system ensuring the timely input and confirmation of job cards, service inspections, defects and other compliance documentation.
- Ensure accurate and up-to-date documentation is filed in the vehicle maintenance record systems, both manually and electronically through the fleet management system.
- Maintain accurate records of parts utilised/stocks, labour hours per job and other cost-related key performance indicators through the fleet management system or as otherwise instructed.
- Liaise with the Finance Administration team over invoicing, billing and payroll matters relating to the Commercial Vehicle Maintenance team.
- Order parts and materials for the Commercial Vehicle Maintenance team and maintain stock records to ensure high-use items are always available.
- Maintain/Input into driver compliance systems to assist the Fleet Manager with reporting on adherence to legislation e.g. tacho, driver hours, WTD
- Maintain/Input into vehicle compliance systems to assist the Fleet Manager with reporting on adherence to legislation e.g. overweight vehicles, tacho downloads
- To act as the first point of contact for internal and external customers of the Commercial Vehicle Maintenance facility, both face to face and via the telephone ensuring a resolution to queries and complaints in a timely and professional manner.
- To administer the vehicle insurance claims process by uploading claim details and providing contact details and updates to claimants.
- To assist the Fleet Manager in operating a hire desk function for replacement and additional vehicles for operational services.
- Positively encourage a safe working culture and behaviours engaging colleagues in accordance with legislation and safe systems of work. Ensure that all incidents and near misses are reported immediately.
- Ensure that all Company policies and procedures and legal obligations are understood and adhered to by all members of staff.
- Develop and maintain excellent working relationships with internal/external customers.
- Ensure appropriate records and systems are maintained for the effective and compliant operation of the Company. Follow procedures and best practice to ensure audit compliance and ISO accreditations are maintained. To assist in the preparation of meetings, including taking and distributing minutes and notes. To run management reports from the fleet management and other systems to assist the Fleet Manager with performance monitoring.
- Maintain excellent standards of organisation and housekeeping in the office including any storage areas.
- Carry out any other such reasonable job-related tasks as the Company may require you to undertake from time to time.

**Working Pattern**:
Both roles attract an hourly rate of £11.21 rising to £11.77 April 2023 for a 37.5 hour week. Start times 08:00 or 08:30 (unpaid half hour lunch break or as agreed), Monday to Friday.