Plant and Fleet Administrator

**Job Title: Plant and Fleet Administrator**

**Location**: Oldham OL14AE

**Job Type**: Full-Time, Permanent contract. 40 hours per week
**Salary**: Up to 26k
**Reports To**: Plant and Fleet Manager

Are you an organised, proactive, and detail-oriented individual with a passion for fleet and equipment management? We are seeking an experienced Plant and Fleet Administrator to support the daily operations of a growing fleet of vehicles and all plant and machinery. You will work closely with the Plant and Fleet Manager to ensure the smooth running of our fleet and equipment department, contributing to the maintenance, safety, and efficiency of operations.

In this role, you will be responsible for a variety of tasks, including maintenance scheduling, repair coordination and equipment/vehicle delivery/returns. You will ensure all vehicles and machinery are compliant with safety regulations. If you thrive in a fast-paced environment and enjoy solving problems, this is an exciting opportunity to contribute to a growing company.

**Key Responsibilities**
- **Service Scheduling & Maintenance Coordination**:

- Assist in managing the preventive maintenance schedules for fleet vehicles and plant machinery.
- Ensure timely completion of services and inspections, working with internal and external providers.
- Log and update service records and vehicle conditions.
- Track and monitor compliance with MOT, insurance, and safety inspections.
- **Repair Management & Issue Escalation**:

- Monitor and log reported vehicle and equipment issues, prioritizing urgent repairs.
- Liaise with mechanics and service providers to schedule repairs and track progress.
- Conduct follow-up inspections post-repair to ensure all issues are resolved satisfactorily.
- **Hiring & Off-Hiring of Equipment**:

- Coordinate the hiring and off-hiring of plant and equipment, ensuring the condition and documentation of machinery are handled effectively.
- Perform or oversee pre-hire and post-hire inspections to avoid damage claims.
- **Fleet and Equipment Utilization Tracking**:

- Track usage of vehicles and machinery, identifying any underutilized equipment.
- Prepare utilization reports to optimize fleet and equipment use, and recommend off-hiring or reallocation when necessary.
- **Operator and Driver Liaison**:

- Complete licence checks for all drivers of company vehicles at set intervals.
- Coordinate operator training renewals and certifications as needed.
- Communicate with drivers and operators regarding any issues, maintenance, or repairs.
- **Inventory and Parts Management**:

- Maintain a stock of spare parts and consumables, ensuring availability for scheduled maintenance or urgent repairs.
- Coordinate the reordering of critical parts to prevent equipment downtime.
- **Fuel and Expense Monitoring**:.
- Report on any discrepancies or misuse of company fuel cards.
- **Safety and Compliance**:

- Assist in ensuring that all vehicles and plant equipment are compliant with relevant safety regulations and industry standards.
- Maintain accurate records of vehicle safety checks, operator certifications, and equipment inspections.
- **Reporting & Analysis**:

- Generate monthly reports on fleet performance, downtime, fuel consumption, and repair costs.
- Provide actionable insights based on data analysis to improve fleet efficiency and reduce costs.
- **Supplier and Vendor Management**:

- Maintain relationships with suppliers, service providers, and equipment hire companies.
- Assist with negotiating rates for maintenance, parts, and equipment hires.

**Key Skills and Requirements**
- **Organizational Skills**: Ability to manage multiple tasks, prioritize urgent issues, and maintain detailed records.
- **Communication Skills**: Excellent verbal and written communication skills to coordinate with Senior management, operators, mechanics, and suppliers.
- **Attention to Detail**: Strong attention to detail, ensuring that databases, reports, and records are accurate and up-to-date.
- **Proactive Problem Solving**: Ability to think on your feet and solve problems quickly, whether handling repairs, exchanging safety critical equipment, sourcing parts, or managing deadlines.
- **HGV Operator licencing **experience (Defect management and experience of Tacho/DIGI card downloading would be advantageous).
- **Technical Aptitude**: Familiarity with plant and machinery or willingness to learn about fleet maintenance and plant equipment operations.
- **Data Analysis**: Ability to analyze usage data, repair logs, and fuel consumption to identify patterns and optimize fleet performance.
- **Computer Literacy**: Experience using fleet management software, Excel, and digital record-keeping systems.
- **Team Player**: Ability to work collaboratively with the Plant and Fleet Manager and other team members.

**Desired Qualifications and Experience**
- Previous experience in fleet management, plant hire processes and equipment maintenance (preferred).
- Experien