Job Overview
We are seeking an Administration Assistant to support day-to-day operations in our Fleet Department, ensuring accurate records are maintained for vehicles, plant and equipment, inspections, hires, repairs and company assets. The role will support the coordination of compliance requirements, workshop activities, invoicing and general office administration, helping to ensure the business operates efficiently and all records, renewals and inspections are kept up to date.
Duties
- · Book and coordinate MOT and PSV tests for company vehicles.
- · Maintain vehicle taxation records and ensure all vehicles remain compliant.
- · Manage vehicle allocations, ownership changes, vehicle swaps, and user records.
- · Carry out six-monthly driving licence checks for all drivers to meet insurance requirements.
- · Monitor driver performance using the telematics system and keep driver records up to date.
- · Upload and maintain LOLER certificates and inspection records within the company software.
- · Maintain PUWER inspection records and ensure compliance across company, subcontractor, and client equipment.
- · Schedule and issue reminders for upcoming LOLER and PUWER inspections.
- · Liaise with clients to ensure timely renewal of LOLER inspection services.
- · Update the company website with new plant and equipment available for hire.
- · Maintain accurate records of all plant and equipment hire, including allocations, durations, and returns.
- · Assist with invoicing for plant hire, LOLER inspections, and related services.
- · Oversee job cards for repairs and maintenance work received by the garage and coordinate workshop bookings.
- · Manage garage daily timesheets
- · Maintain subcontractor, customer, and client compliance files and documentation.
- · Manage company office stock and carry out regular stock takes, ensuring there is adequate office stationary at all times.
- · Maintain the allocation, inventory and record keeping of all company IT equipment including laptops, phones, tablets, and accessories.
- · Provide general administrative support, maintain accurate records, and assist with filing and document control as required.
Qualifications
- Proven office experience demonstrating strong organisational skills and attention to detail
- Proficiency in computer skills including Microsoft Office Suite (Word, Excel, PowerPoint), Microsfot Teams, and basic data entry techniques
- Previous administrative experience in accounting software is a plus
- Excellent phone etiquette with the ability to communicate clearly and professionally
- Strong typing skills ensuring accurate and efficient document processing
- Demonstrated ability to multitask effectively in a fast-paced environment
- Clerical experience that highlights reliability and proactive problem-solving abilities
Pay: £25,420.00-£39,587.11 per year
Work Location: In person
