Office Administrator & Fleet Coordinator – Job Description
Job Title: Office Administrator & Fleet Coordinator
Department: Administration / Operations
Reports To: Operations Manager / Office Manager
Job Summary
The Office Administrator & Fleet Coordinator is responsible for ensuring the smooth day-to-day operation of the office while managing the company's vehicle fleet. This role combines administrative support, record management, compliance monitoring, and fleet coordination to ensure efficient business operations and vehicle availability.
Key Responsibilities Office Administration
- Manage daily office operations and administrative tasks.
- Manage Engineers and arrange work schedules
- Handle incoming calls, emails, and correspondence.
- Maintain records, and databases.
- Schedule meetings, appointments, and travel arrangements as required.
- Prepare reports, presentations, and documents as required.
- Assist with invoice processing, purchase orders
Fleet Management
- Coordinate the allocation and scheduling of company vehicles.
- Maintain accurate vehicle records, including registrations, insurance, MOTs, and service histories.
- Monitor vehicle maintenance schedules and arrange repairs and servicing.
- Track vehicle usage, mileage, fuel consumption, and operating costs.
- Ensure fleet compliance with legal and safety requirements.
- Manage driver records, licences, and training documentation.
- Investigate and document vehicle incidents, accidents, and insurance claims.
- Liaise with suppliers, leasing companies, garages, and insurance providers.
- Produce fleet performance and cost reports for management.
Required Skills and Qualifications
- Previous experience in office administration, fleet coordination, or a similar role.
- Strong organisational and time-management skills.
- Excellent verbal and written communication abilities.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Ability to manage multiple tasks and priorities effectively.
- Strong attention to detail and record-keeping skills.
- Knowledge of fleet management processes and vehicle compliance requirements.
- Problem-solving and customer-service skills.
Preferred Qualifications
- Experience with fleet management software.
- Understanding of UK vehicle regulations and compliance requirements.
- Experience in logistics, transport, or operations environments.
- Full UK driving licence (desirable).
Key Competencies
- Organisation and planning
- Communication and interpersonal skills
- Attention to detail
- Confidentiality and professionalism
- Data management and reporting
- Teamwork and collaboration
- Initiative and problem-solving
Pay: From £25,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
