Optimise by Recruitment are delighted to work alongside a leading vehicle rental network dedicated to providing exceptional service and support to its partners across the UK.
As a Defleet Service Specialist, you will play a pivotal role in ensuring the seamless transition of vehicles through their lifecycle, from return and refurbishment to final disposition.
This administrative role requires meticulous attention to detail, excellent communication, and a proactive approach to managing service documents and queries. Joining a dedicated team of professionals, you will directly contribute to maintaining operational excellence and customer satisfaction within our thriving Defleet Department.
Key Responsibilities
Vehicle Management
* Log vehicle defleets and service intervals to ensure accurate records.
* Oversee the return, inspection, and collection process
* Ensure vehicles are marked "ready to collect" post-refurbishment or disposal.
* Handle logistics for repossessed vehicles and vehicles awaiting allocation or re-rent status.
* Documentation and Invoicing
* Manage service records, ensuring all vehicle maintenance documentation is complete and accurate.
* Raise invoices for refurbishment, penalty charges, contract hire recharges, and auction/disposal activities.
* Process purchase invoices.
* Maintain tax compliance by managing monthly vehicle taxation.
Customer and Dealer Engagement
* Build strong relationships with customers and colleagues to deliver excellent service.
* Address and resolve disputes, including credit issuance when necessary.
* Manage dealer complaints and ensure resolution in a timely manner.
Operational Support
* Approve vehicles for refurbishment and ensure timely completion.
* Track overdue vehicles and ensure adherence to timelines.
* Administer contract or hire extensions when needed.
* Support the defleet process by preparing monthly reports on fleet performance and service compliance.
* Insurance and Legal Compliance
* Handle insurance claims, including settlement figure determination and invoice generation.
* Process VE103b forms and ensure proper handling of V5 vehicle documentation.
What We’re Looking For
* Previous roles in vehicle leasing, rental, or dealership environments.
* Familiarity with warranties or service administration.
* Exceptional organisational and multitasking abilities.
* Strong verbal and written communication skills.
* Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
* Positive attitude with the ability to work well under pressure.
What We Offer
* Competitive salary.
* Private Medical Insurance
* Company car scheme (after 12 months).
* On-site gym and free parking.
* Regular team events and celebrations.