Fleet & Administration Coordinator
Part time
At Optimum Medical, our vision is simple, yet powerful: to transform healthcare by enhancing the lives of patients and caregivers through high-quality products and exceptional service. We’re proud to be a trusted name in medical devices across the UK and globally, with specialist expertise in healthcare lubricants and urology solutions that support better clinical outcomes and patient comfort. Our award-winning digital platform, Vyne, empowers healthcare professionals to seamlessly sign up patients and enables customers to order products quickly, easily, and confidently with convenient home delivery.
We are not just growing, we are transforming - We are looking for a highly organised and proactive Fleet & Administration Coordinator to join our People & Culture team here at Optimum Medical!
This is a hands on, operational role primarily responsible for the smooth running of our company car fleet, ensuring all vehicles are safe, compliant, cost efficient, and well maintained. Alongside fleet responsibilities, the role will provide light support to our People & Culture team, helping ensure a positive and well supported employee experience.
Responsibilities
Fleet Management & Administration
- Maintain accurate, up to date records of all company vehicles, including registration, insurance, service history, MOTs, and lease agreements
- Monitor fleet utilisation and ensure vehicles are allocated appropriately across the business
- Manage vehicle documentation and ensure compliance with company policies and legal requirements
Maintenance & Compliance
- Schedule and track routine servicing, MOTs, and repairs to ensure vehicles remain roadworthy and compliant
Mileage Monitoring & Reporting
- Track and review vehicle mileage to ensure appropriate usage and identify anomalies
Accident Management & Recoveries
- Act as the first point of contact for all vehicle-related incidents and accidents
- Coordinate accident reporting, insurance claims, and repair processes
- Arrange vehicle recovery and replacement vehicles where required
Vehicle Procurement
- Manage the end-to-end process of sourcing and ordering new company vehicles
- Liaise with suppliers and leasing providers to secure cost-effective deals
- Ensure vehicles meet operational requirements and company standards (including emissions and sustainability goals where applicable)
· Coordinate delivery, inspections, and handovers
Vehicle Returns
- Manage the return of leased or company owned vehicles in line with contract terms
- Ensure vehicles are returned in appropriate condition, minimising additional charges
- Oversee vehicle replacement cycles and support strategic fleet planning
Policy & Driver Support
- Support the development and enforcement of company fleet and driver policies
- Provide guidance to employees on vehicle use, responsibilities, and reporting procedures
- Act as a key contact for employee queries relating to company vehicles
What we are looking for
- Previous experience in fleet administration is desirable
- Strong organisational and record keeping skills
- Attention to detail and ability to manage multiple priorities
- Good knowledge of vehicle compliance requirements (e.g., MOT, insurance, servicing)
- Excellent communication and stakeholder management skills
Why Join Us? We’re proud to offer a people‑first benefits package designed to support your growth, wellbeing, and life outside of work. When you join us, you’ll enjoy:
Training, Growth & Recognition
- A comprehensive induction followed by ongoing training and development
- Regular performance and pay reviews to recognise your progress
- Clear pathways to grow your career with us
Rewards & Financial Wellbeing
- Opportunity to earn up to £4,000 per year through our companywide bonus scheme
- Life Assurance at 3× your salary
- Royal London Pension Scheme, with increased employer contributions the longer you’re with us
- £25 birthday voucher
Generous Annual Leave
- 27 days holiday + bank holidays
- Option to buy or sell up to 5 days
- Additional holiday for every year of service after year three, up to 30 days total
- Extra day off when moving house (once per year)
Health & Wellbeing Support
- Healthshield Cash Plan offering cashback on everyday healthcare costs
- 24/7 GP Anytime service and a confidential Employee Assistance Programme
- Access to trained Mental Health First Aiders
Community & Culture
- Two paid volunteer/charity days each year
- A vibrant, values led culture with regular social events and a strong sense of community
(Please no agencies)
At Optimum Medical we LISTEN, we CREATE, we MAKE IT HAPPEN, we CARE, and we HAVE FUN!
Please note, the successful candidates will be subject to pre-employment checks including 2 satisfactory recent references, qualifications checked (if relevant) and right to work documents.
Optimum Medical is committed to achieving a working environment which provides equality of opportunity and freedom from unlawful discrimination on the grounds of race, sex, pregnancy and maternity, marital or civil partnership status, gender reassignment, disability, religion or beliefs, age or sexual orientation. This aims to remove unfair and discriminatory practices and to encourage full contribution from its diverse community. Optimum Medical is committed to actively opposing all forms of discrimination.
Pay: £28,000.00-£32,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Discounted or free food
- Free fitness classes
- Free parking
- On-site parking
- Paid volunteer time
- Referral programme
Work Location: Hybrid remote in Leeds LS2 9ET
