Fleet Operations Coordinator

2 days ago

London, Greater London, United Kingdom Delivery Mates Full time
Fleet Operational Assistant

We are seeking a proactive and organized Fleet Operational Assistant to manage various operational tasks, including the coordination of our fleet of vans and cargo bikes, supplier management, and maintenance oversight.

Key Responsibilities:

  • Fleet and Parking Management:
    • Oversee the daily management of our fleet, including vans and cargo bikes.
    • Ensure proper parking arrangements and pay parking fees when necessary.
    • Perform regular security and condition checks on fleet vehicles.
    • Drive vans of any size when needed.
    • Ride cargo bicycles when needed.
  • Operational Coordination:
    • Coordinate the work of mechanics and monitor vehicle maintenance, including battery management and repairs.
    • Export and manage job details through platforms like ZOHO for generating customer invoices.
    • Prepare and review operational reports, including audit reports for batteries, repairs, and supplier invoices.
    • Maintain accurate records of parts procurement and coordinate with suppliers to ensure timely deliveries.
  • Fleet Administration:
    • Regularly update Fleetio or equivalent systems to track vehicle assignments, statuses, and repairs.
    • Manage the creation of repair invoices and damage reports for both vans and cargo bikes.
    • Conduct audits of supplier invoices and ensure all operational documents are up to date.
  • Communication and Reporting:
    • Communicate regularly with internal teams, mechanics, and external suppliers to manage the operational flow.
    • Prepare detailed reports on vehicle usage, parts procurement, and repair activities.
    • Make visits to suppliers, garages, hubs, or other relevant locations as needed to ensure the continuity of operations.
    • Attend in-person and video meetings when needed.

Requirements:

  • Essential Previous Fleet admin/advisory/assistant related experience
  • Experience of corresponding and communicating with employees Proven experience at working within a constantly changing environment
  • Essential Working knowledge of fleet Management
  • Proficient in the use of MS Office / Google Docs and HR Systems (CRM, ATS) Proven written, numerical, communication and verbal skills Accurate typing skills recognising need for attention to detail
  • Fluent English (other languages such as Spanish, Italian and Portuguese is a real plus)
  • This Position Will require travelling between depots, and the two London offices based in NW10 and WD6 and our Base in Crawley

Benefits:

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