Fleet Office Administrator

We are looking for a motivated and organised Fleet Office Administrator to join our team! This role will be primarily office-based, supporting the management of fleet operations, while still handling some basic hands-on technician tasks when required. You will play a key role in maintaining fleet compliance, optimising performance through data analysis, and ensuring the smooth running of day-to-day operations.

As a Fleet Office Administrator, you will be responsible for overseeing both the administrative and operational aspects of our fleet. Your duties will include coordinating vehicle maintenance, managing compliance documentation, and using data-driven insights to improve efficiency and cost-effectiveness.

Key Duties and Responsibilites.

Ensure all fleet vehicles are properly insured, taxed, and ready for deployment.

Coordinate the scheduling of MOTs, services, repairs, and bodywork with approved workshops, ensuring all work is completed on time.

Maintain regular communication with garages and document work and costs on the ATA platform or spreadsheets.

Oversee fleet compliance, ensuring documentation is up to date and vehicles meet legal requirements.

Monitor vehicle telematics systems, including cameras and trackers, and promptly address any issues.

Perform regular vehicle checks, manage battery maintenance for stored vehicles, and oversee fleet health audits.

Manage Purchase Order (PO) sheets, onboard new suppliers, and track updates on the insurance platform.

Extract, analyse, and interpret fleet data to identify trends and improve operational efficiency.

Conduct statistical analysis and provide actionable insights to management for decision-making.

Prepare reports with recommendations to enhance fleet performance and reduce costs.

Ensure data quality and accuracy, and collaborate with relevant stakeholders to achieve business objectives.

Assist with rental operations, ensuring agreements are current and resolving any client or driver issues promptly.

Required Key Skills:

Proficiency in Microsoft Excel and/or Google Sheets Strong ability to create, maintain, and analyse spreadsheets, including using functions and formulas to manage fleet data and track compliance efficiently.

Excellent Organisational and Administrative Skills Ability to prioritise tasks, manage multiple responsibilities simultaneously, and ensure all fleet operations and documentation are well-organised and up-to-date.

Attention to Detail A keen eye for detail is essential for maintaining accurate records, ensuring fleet compliance, and spotting potential issues with vehicle maintenance or data anomalies.

Strong Communication Skills Able to liaise effectively with internal teams, external suppliers, garages, and drivers, ensuring clear and concise communication regarding fleet operations and any arising issues.

Comfortable Digital Worker Familiarity with digital tools and platforms for fleet management, telematics systems, and reporting. Confidence in navigating new software and adapting to digital workflows.

This is an exciting opportunity to combine office-based administrative work with hands-on fleet management tasks. Ready to take the next step in your career? Apply today and become a key contributor to our success!

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