Job Title Fleet, Asset & Administration Business Lead
Department Business Support
Reports To Business Manager
Salary: 28-30k
Hours of work: 7am – 4pm Monday -Friday. Additional out of hours support required in the event of vehicle breakdown/unforeseen events.
Job Purpose To manage and coordinate the organization’s fleet of vehicles and physical assets, ensuring they are maintained, compliant, cost-effective, and efficiently utilised to support business operations. Support administration activity such as onboarding processes for new employees, equipment allocation, health & safety documentation set up for sites.
Key Responsibilities
Fleet Management
Maintain accurate records of all company vehicles (cars, vans, plant, hired in equipment).
Schedule and track vehicle servicing, maintenance, MOTs, and inspections, ensuring no down time for operatives.
Monitor fuel usage, mileage, and vehicle performance.
Ensure compliance with legal and regulatory requirements (e.g., DVLA, insurance, health & safety).
Manage vehicle breakdowns, repairs, and recovery processes.
Coordinate vehicle allocation and usage across departments.
Asset Management
Maintain an up-to-date digital asset register (equipment, tools, machinery, Hired in kit etc.).
Track asset lifecycles - includes procurement, maintenance, and disposal.
Ensure all assets are digitally logged, properly labelled, accounted for, and audited.
Coordinate repairs, servicing, and replacements of assets.
New operative tool/asset/vehicle set up process
Compliance & Documentation
Ensure all vehicles and assets meet safety standards and legal compliance.
Maintain documentation such as service records, insurance, and certifications.
Support audits and inspections (internal and external).
Supplier & Contractor Coordination
Liaise with external suppliers (garages, leasing companies, equipment providers).
Negotiate service costs and manage supplier performance.
Raise purchase orders and manage invoices related to fleet and assets.
Cost Control & Reporting
Monitor and report on fleet and asset-related costs (fuel, repairs, leasing).
Manage lease end dates, de-fleet vehicle swaps as required, ensuring any vehicle cross over or swap does not result in operative downtime.
Identify cost-saving opportunities and efficiency improvements.
Produce regular reports for management (KPIs, usage, compliance status).
Health & Safety
Ensure vehicles and assets are safe for use and meet company policies.
Promote safe driving and equipment use practices.
Assist with risk assessments and incident investigations.
Onboarding of new employees – induction, right to work checks, qualification review/course booking
Creation of Site-specific Risk assessments/Method statements/toolbox talks.
Skills & Experience Required
Essential
Experience in fleet, logistics, or asset management and construction related H&S requirements
Strong organisational and administrative skills.
Good knowledge of vehicle compliance and maintenance requirements.
Proficiency in Microsoft Office (Excel, Word).
Ability to manage multiple priorities and meet deadlines.
Willing to challenge current working practices – own and deliver new working strategies to drive efficiencies and cost reduction.
Desirable
Experience with fleet management or asset tracking systems.
Background in logistics, construction, or facilities management.
Key Competencies
Attention to detail
Problem-solving skills, proven capability to work in fast paced environment
Communication and stakeholder management
Cost awareness and commercial focus
Ability to work independently and as part of a team
Working Conditions
Office-based with occasional site or depot visits. May require coordination outside standard hours in case of emergencies (e.g., vehicle breakdowns).
At Taylormade Landscape Contractors Ltd, we are an equal opportunities employer. We want you to be you. Being a truly inclusive employer to us means creating an environment which celebrates your contribution, regardless of age, gender, race, ethnicity, disability, sexual orientation, social background religion or belief. We firmly believe our future success lies in diversity of thought from all our employees. We welcome applications from everyone interested in working for us.
Pay: £28,000.00-£30,000.00 per year
Benefits:
Work Location: In person
