The Fleet Administrator will support the Fleet Coordinator and Fleet Supervisor in the daily management of the fleet operation. This encompasses a range of responsibilities, which includes overseeing the shared fleet mailbox, facilitating enquiries, transfers, and off-hire requests, as well as managing the processing of charges in our invoicing system.
Key Responsibilities:
* Process damage notifications in the system, recharging allocated drivers. Raise workshop jobs within the system for damage costs.
* Maintain the Motor Insurance Database (MID) ensure that all new hires are added, and off hires are removed.
* Maintain the DART (Dartford Charge) and TFL (Transport for London) accounts.
* Process driver infringements, logging all infringements and closing out outstanding penalties.
* Process driver transfers and vehicle off-hires within the hire system.
* Maintain accurate and up-to-date records related to the fleet, including vehicle registration insurance, maintenance logs and service history.
* Request fuel cards for all new long term vehicles, coordinate delivery from supplier to regional contact or driver.
* Manage the fuel card register adding all new cards received, and removing cards for vehicles off hired.
* Complete monthly commercial van fuel spend reports.
* Complete monthly telemetry regional reports.
* Contact suppliers for vehicle maintenance bookings.
* Support Fleet Manager on working projects.
Key measures & targets:
* Accuracy of hires processed.
* Queries during reconciliations.
* Maintenance of fuel card register, DART and TFL.
Key relationships:
* Fleet Manager.
* Fleet Supervisor.
* Fleet Coordinator.
* Suppliers.
Person Specification:
The successful candidate is likely to meet all of the following criteria:
Essential:
* Knowledge of Microsoft Office Excel.
* Good administrative and organisational skills.
* Able to complete tasks and meet deadlines.
Desirable:
* Experience working in a Hire, Transport or Fleet management team.
* Product knowledge would be beneficial.
* Commercial understanding.
Benefits:
As well as offering a competitive salary, remuneration for this role includes a range of benefits:
* 5% company pension contribution.
* Life Assurance at 2 x national salary.
* Private medical cover.
* Permanent health cover.
* Company profit share scheme.
* Company car or car allowance (dependent on position).
* Career development and ongoing training.
* Staff referral scheme.
* 25 days annual leave with additional loyalty days (full-time equivalent).
* Volunteering scheme.
* Environmental and social value initiatives.
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