Fleet Administrator

Job Title: Fleet Support Administrator
Location: Gloucester (GL4 6PG and GL51 9JZ)
Working Hours: Monday to Friday, 08:00 am - 16:00 pm
Pay Rate: 13.36ph
Position Type: Temporary (Monday 18th Nov - Friday 7th Feb 2025)

Job Overview:
We are seeking a detail-oriented and organised Fleet Support Administrator to join our team on a temporary basis. The successful candidate will be responsible for delivering an efficient and effective end-to-end vehicle, plant, and equipment maintenance and repair administration & support service for both internal and external clients.

Key Responsibilities:

• Compliance: Ensure exemplary compliance with all legislative and best practice issues relating to fleet operations, vehicle workshop, and vehicle maintenance and repair administration.
• Customer Liaison: Professionally liaise and communicate with all customers, workshops, and stakeholders on service schedules, service delivery, quotations, and any pre/post repair discussions.
• Fleet Management System: Maintain all aspects of the Fleet Management (Computer) System and manual processes, including defect reporting and vehicle history files. Prepare reports as necessary, including fuel use and vehicle hire.
• Work Orders: 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.
• Vehicle Hire: Manage the booking of hired vehicles and liaise with hire companies, maintaining strict controls on compliance and weekly and daily use of hired vehicles. Conduct pre and post vehicle hire checks, coordinate on/off hire, and maintain record keeping.
• Payments and Invoices: Process customer payments, prepare and send sundry debtors invoices, and manage account liaison for any Fleet service in accordance with existing procedures and audit guidelines, including administering cash receipts and controlling outstanding debt.
• Procurement: 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.
• Vehicle Replacement: Assist in the full 'conception to disposal' vehicle replacement programmes, as necessary.
• Stakeholder Transactions: Transact with stakeholders for the fleet service, including updating, interrogating, and maintaining fuel cards, fuel systems, MID (Insurance Database), telematics systems, and any other system used by the company.
• Driving: Drive company vehicles to deliver and fetch goods for use by the company or to transport personnel.
• Customer Feedback: Seek and review customer satisfaction and feedback as required.
• Sales: Identify opportunities and sell and up-sell services offered.
• Database Maintenance: Maintain and interrogate databases and spreadsheets containing service and customer-related details and job status, including financial.
• Equipment Certification: Ensure equipment certification and calibrations are up to date and asset registers are maintained.
• Administrative Support: Provide Fleet and general administrative support to the company, including other offices, such as use of computer systems, minute taking, meetings administration, record keeping, filing, archiving, and sorting of mail.
• Enquiry Handling: Transact with stakeholders including drivers, customers, and suppliers and any internal/external communications, and deal with such enquiries promptly and efficiently.
• Job Tickets and Schedules: Produce and administer job tickets, work schedules, and day works orders from the fleet management and any subcontracted suppliers' computer system.
• Additional Responsibilities: Undertake any other responsibilities or training that may be required by the Head of Fleet Operations, commensurate with the grading of the post.

Essential Requirements:

• Full, valid, Class B UK Driving Licence.
• Recognised qualifications in Maths and English.
• Experience in an administrative support role in a busy operational environment.
• Ability to learn and apply new skills in a challenging environment.
• Excellent organisational skills with a good eye for detail and the ability to multi-task effectively.
• Proficient in Microsoft Office, including Word, Outlook, and Excel.
• Flexible approach to working times.

Desirable Requirements:

• Knowledge of legislation and best practice in vehicle fleet management.
• Knowledge of vehicles and vehicle parts terminology.

If you have the required skills and experience, we would love to hear from you. (phone number removed)

INDSWI