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Main Purpose of Role:
- To maintain all vehicle, workshop and operational records to ensure compliance with all relevant legislation and best practice.
- Maintaining all aspects of the Fleet Management (Computer) System.
- Co-ordinating the Fleet services to ensure an efficient work plan, proficient stores ordering and issuing of stock when required. Provide an excellent customer experience, whilst organising and delivering vehicle maintenance services for internal and external clients.
- Be responsible for the raising/amending of work orders, preparation and inputting of data & interrogating the fleet management and other computer systems as necessary.
- Producing relevant and accurate management, monitoring information, reports and statistics as requested.
Key Duties and Responsibilities:
- To 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.
- Ensure exemplary compliance with all legislative and best practice issues relating to fleet operations, vehicle workshop and vehicle maintenance and repair administration.
- Professionally liaise and communicate with all customers, workshops and stakeholders on service schedules, service delivery, quotations and any pre/post repair discussions.
- Maintaining 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.
- Be responsible for the raising/amending of work orders, preparation and inputting of data & interrogating the fleet management and other computer systems as necessary.
- The booking of hired vehicles and liaising with hire companies, maintaining strict controls on compliance and weekly and daily use of hired vehicles. Pre and post vehicle hire checks, co-ordinating on/off hire and record keeping.
- Processing customer payments, preparing and sending 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.
- Ordering and issuing of vehicle parts and goods and services from stock and external suppliers as required and processing invoices for payment, ensuring cost effective procurement.
- To assist in the full 'conception to disposal’ vehicle replacement programmes, as necessary.
- 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.
- Drive company vehicles to deliver and fetch goods for use by the company or to transport personnel.
- To seek and review customer satisfaction and feedback as required.
- To identify opportunities and sell and up-sell services offered.
- To maintain and interrogate databases and spread sheets containing service and customer related details and job status, including financial.
- Ensure equipment certification and calibrations are up to date and asset registers are maintained.
- 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 the sorting of mail.
- Transact with stakeholders including drivers, customers and suppliers and any internal/external communications, and deal with such enquiries promptly and efficiently.
- The production and administration of job tickets, work schedules and day works orders from the fleet management and any subcontracted suppliers computer system.
- Undertake any other responsibilities or training that may be required by the Head of Fleet Operations, commensurate with the grading of the post.
Qualifications and Experience Required:
- Full, valid, Class B UK Driving Licence
- Recognised qualifications in Maths and English
- Experience of working in an administrative support role in a busy operational environment, encompassing effective communications with various stakeholders at all levels, both verbally and in writing.
Skills and abilities:
- 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.
Hours: 37 Hours/Week
(8am-4pm, Mon-Fri)
