Job title:- Fleet Administrator
Reporting to:- Fleet Manager
Hours of work:- Full time, 09:00 – 17:30 (with one hour lunch break)
The Role
The Fleet Administrator is responsible for ensuring the management of all vehicles in and out of the Group in an efficient, timely and cost effective manner. They will be responsible for the day to day coordination of all matters relating to company vehicles including; managing drivers, arranging PHV licences, processing of Penalty Charge Notices and organising MOT/Service appointments to ensure that vehicles meet safety regulations and are compliant with TFL and the DVLA.
**It is essential that you have a full clean UK driving licence.**
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Principal Responsibilities may include but are not limited to:
- Updating the Vehicle Management system on a daily basis
- Advise management of any vehicle maintenance problems
- Assign and process Penalty Notice Charge in line with the appropriate Local Authority
- Making arrangements to ensure that drivers provided all the necessary ID paperwork before they engage in a Hire Agreement
- Vehicle handovers to new drivers.
- Tracking of all vehicles, where appropriate
- Generating Rental invoices and chasing outstanding rental payments.
- Administering Vehicle permission letters
- Issuing of vehicle insurance documents.
- Where necessary, arranging for the collection of vehicles
Service and MOT
- Reviewing daily vehicle check sheets to ensure compliance
- Ensuring that all data is uploaded to the vehicle fleet management system, and the fleet management system is to be checked on a daily basis.
- To carry out driving licence checks on all drivers.
- Make arrangements to ensure that the vehicles are maintained properly, including the inspection of vehicles at the appropriate time and the action taken to remedy defects found and upload on the vehicle management database.
- Reporting and recording vehicle defects highlighted by drivers.
- Establishing the method of compilation and the accuracy of all records.
- Making arrangements to ensure that the vehicle/s are not overloaded.
Other requirements
- Experience in managing a high workload through from updating all vehicle information service invoices and work sheets onto the Fleet management system.
- Building & maintaining quality relationships both with team members and with external contacts
- Continually improving work processes and procedures
- Working to strict deadlines
- Managing multiple tasks
- To support company through effective management
- ICT literate; competent user of all Microsoft packages in particular Microsoft Excel.
The successful candidate will be provided with an in-depth induction and training period.
Job Type: Full-time
Pay: £25,000.00-£28,000.00 per year
Work Location: In person
