Fleet Operations Coordinator

4 days ago

Hampshire, United Kingdom EMCOR UK Full time
Job Purpose:

To provide administrative support to the fleet team, ensuring the smooth operation of fleet-related tasks and delivering exceptional customer service to EMCOR's driver population.

Key Responsibilities:
  • Manage incoming emails and phone queries related to fleet administration.
  • Coordinate fuel card orders, cancellations, and distributions, as well as handle fraud alerts and payment issues.
  • Set up drivers in Key2 and create and distribute driver packs.
  • Inform Arval of vehicle movements and produce and distribute first notification of loss reporting and accident reports.
  • Book driver training, ensure completion, and report monthly.
  • Import mileages from Telematics into Key2 and update SMR Smartsheet booking form with new and disposed-of vehicles.
  • Make SMR bookings via Servicepoint with guidance from the maintenance controller.
  • Run MOT and Service chasing reports weekly and send letters to those becoming due with no booking recorded.
  • Control hire vehicle bookings (STH & MTR's) to cover requests, bookings, chasing, and terminations.
  • Update hire tracker monthly to show number of hires and count of hire days (STH & MTR's).
  • Book vehicle defects via Servicepoint and chase drivers who have not booked in vehicle defects to be repaired.
  • Report on number of defects outstanding.
  • Manage grey fleet compliance and chase drivers where applicable.
  • Run driver licence checks and chase non-compliance.
  • Support in the processing of notices of intended prosecutions (Motoring offences) & Penalty charge notices (parking fines) and chase drivers where applicable.
  • Process Road fund licence renewals (when taken in-house).
  • Add and remove vehicles from the Motor insurance database (when taken in-house).
  • Assist in the production and transition of all fleet forms into a Smartsheet format.

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