Job Overview
We are seeking a dynamic and organized Fleet Coordinator & Office Manager to join our team! This vital role combines the responsibilities of managing our fleet operations with overseeing daily office functions, ensuring smooth and efficient workflows. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills to coordinate logistics, supervise administrative tasks, and support team management. This position offers an exciting opportunity to contribute to a vibrant work environment while maintaining operational excellence.
Purpose of the Role
The Office Manager & Fleet Administrator is responsible for ensuring the efficient day-to-day operation of the business support function across Apex Lifts and Cibes Lift UK. The role oversees office administration, facilities management, supplier coordination, fleet administration and company asset control.
The postholder will maintain a safe, organised and professional working environment while ensuring that company vehicles, drivers and fleet-related records are properly managed, compliant and cost-effective.
This is a highly visible role requiring exceptional organisational skills, attention to detail, strong communication and the ability to manage multiple priorities in a fast-paced engineering and construction environment.
KEY RESPONSIBILITIES
Office Management
· Manage the day-to-day operation of the Bexleyheath office.
· Ensure office facilities are maintained to a high standard.
· Coordinate office maintenance, cleaning, security and utility providers.
· Manage office supplies, stationery, PPE and general consumables.
· Maintain office budgets and monitor expenditure.
· Support the leadership team with administrative activities and business projects.
· Manage reception and visitor arrangements.
· Coordinate company events, meetings and staff communications.
· Maintain document control and filing systems in accordance with company procedures.
· Manage and maintain mobile devices withing the business.
· Basic IT support when requesting new IT equipment.
Fleet Administration
· Maintain the company vehicle fleet database.
· Coordinate vehicle ordering, delivery, disposal and replacement programmes.
· Ensure road fund licences, MOTs, insurance and servicing are completed on time.
· Liaise with leasing providers, vehicle suppliers and service partners.
· Monitor vehicle costs and identify opportunities for savings.
· Support drivers with vehicle issues, breakdowns and accident reporting.
· Process vehicle fines, penalties and notices in accordance with company procedures.
· Maintain accurate records of vehicle allocations and driver information.
Driver Compliance
· Complete regular driving licence checks.
· Maintain driver eligibility and compliance records.
· Coordinate fleet-related training requirements.
· Ensure compliance with company vehicle policies.
· Monitor fuel card usage and investigate anomalies.
· Support accident investigations and insurance claims administration.
Procurement & Supplier Coordination
· Obtain quotations for office and fleet-related services.
· Manage supplier relationships and service contracts.
· Monitor supplier performance and service standards.
· Support cost control initiatives and budget management.
Health, Safety & Compliance
· Support office health and safety requirements and audits.
· Assist with environmental and sustainability initiatives.
· Ensure records are maintained for compliance purposes.
· Support ISO and quality management processes where required.
Systems & Reporting
· Produce regular fleet cost and utilisation reports.
· Maintain administrative KPI reporting.
· Analyse fleet performance and identify improvement opportunities.
· Support management reporting requirements.
· Maintain accurate records on company systems.
Skills & Knowledge Required
Essential Desirable
· Previous experience in office management, facilities
management or fleet administration.
· Strong organisational and planning skills.
· Excellent administrative and record management capability.
· Good commercial awareness and budget control skills.
· Advanced Microsoft Office skills, particularly Excel, Outlook
and Word.
· Strong communication and interpersonal skills.
· Ability to work independently and manage competing priorities.
· High attention to detail and accuracy.
· Full UK Manual Driving License. · Experience managing company vehicle fleets. · Knowledge of driver compliance requirements. · Experience within construction, engineering, manufacturing or service industries. · Experience working with vehicle leasing providers. · Knowledge of health and safety management systems. · Experience using ERP or fleet management software.
Personal Attributes
· Professional and approachable.
· Highly organised and self-motivated.
· Strong problem-solving ability.
· Excellent attention to detail.
· Customer and service focused.
· Reliable and trustworthy.
· Able to maintain confidentiality.
· Proactive and able to take ownership of issues.
· Collaborative and team orientated.
Pay: Up to £35,000.00 per year
Benefits:
- Additional leave
- Bereavement leave
- Casual dress
- Company events
- Company pension
- Cycle to work scheme
- Enhanced maternity leave
- Enhanced paternity leave
- Free parking
- Life insurance
- On-site gym
- On-site parking
- Referral programme
Work Location: In person
