Our prestigious client based in Cheltenham is looking for a Fleet Administrator to join their growing team.
JOB SPEC:
To maintain all vehicle, workshop, and operational records to ensure compliance with all relevant legislation and best practice.
1. Maintain all aspects of the Fleet Management (Computer) System.
2. Co-ordinate the Fleet services to ensure an efficient work plan, proficient stores ordering, and issuing of stock when required.
3. Provide an excellent customer experience while organising and delivering vehicle maintenance services for internal and external clients.
4. Be responsible for the raising/amending of work orders, preparation and inputting of data, and interrogating the fleet management and other computer systems as necessary.
5. Produce relevant and accurate management, monitoring information, reports, and statistics as requested.
6. Support the Head of Fleet Operations in achieving key performance indicators (KPIs) of the Fleet service and achieve full vehicle availability to support the needs of front line services at all times.
7. Organise and deliver an efficient and effective end-to-end vehicle, plant, and equipment maintenance and repair administration & support service for internal and external clients.
8. Ensure exemplary compliance with all legislative and best practice issues relating to fleet operations, vehicle workshop, and vehicle maintenance and repair administration.
9. Professionally liaise and communicate with all customers, workshops, and stakeholders on service schedules, service delivery, quotations, and any pre/post repair discussions.
10. Maintain all aspects of the Fleet management (Computer) System and manual processes including defect reporting and vehicle history files.
11. Prepare reports as necessary, including fuel use and vehicle hire.
12. Be responsible for the booking of hired vehicles and liaising with hire companies, maintaining strict controls on compliance and weekly and daily use of hired vehicles.
13. Conduct pre and post vehicle hire checks, co-ordinating on/off hire and record keeping.
14. Process customer payments, prepare and send sundry debtors invoices, and account management liaison for any Fleet service in accordance with existing procedures and audit guidelines, including administering cash receipts and controlling outstanding debt.
15. Order and issue vehicle parts and goods and services from stock and external suppliers as required and process invoices for payment, ensuring cost-effective procurement.
16. Assist in the full 'conception to disposal' vehicle replacement programmes, as necessary.
17. Transact with stakeholders for the fleet service, including updating, interrogating, and maintaining fuel cards and fuel systems, MID (Insurance Database), telematics systems, and any other system used by Ubico.
18. Drive company vehicles to deliver and fetch goods for use by the company or to transport personnel.
19. Seek and review customer satisfaction and feedback as required.
20. Identify opportunities and sell and up-sell services offered.
21. Maintain and interrogate databases and spreadsheets containing service and customer-related details and job status, including financial.
22. Ensure equipment certification and calibrations are up to date and asset registers are maintained.
23. Provide Fleet and general administrative support to the company, including other Ubico offices, such as use of computer systems, minute taking, meetings administration, record keeping, filing, archiving, and sorting of mail.
24. Transact with stakeholders including drivers, customers, and suppliers and deal with such enquiries promptly and efficiently.
25. Produce and administer job tickets, work schedules, and day works orders from the fleet management and any subcontracted suppliers computer system.
26. Undertake any other responsibilities or training that may be required by the Head of Fleet Operations, commensurate with the grading of the post.
Work Schedule:
Monday to Friday - 08:00 - 16:00
To find out more, please contact Adam on (phone number removed).
INDENG
Planet Recruitment acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Planet Recruitment is an Equal Opportunities Employer.
By applying for this role, your details will be submitted to Planet Recruitment. Our Candidate Privacy Information Statement explains how we will use your information.
Only candidates with the relevant skills and experience will be contacted after application; if you do not hear back from us within 7 days, you have unfortunately been unsuccessful in your application.
Please note that no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability, or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications, and abilities to perform the duties of the position.
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