Fleet & Maintenance Administrator
Location: Swindon (site-based)
Salary: £28,000 – £30,000 D.o.E.
Hours: Monday to Friday, 37.5 hrs per week
The Company
S W Group are one of the top 2% of UK Logistics Operators. We’re always looking for talented individuals and regularly recruit at all levels. We employ people who deliver the highest calibre services and are passionate about customer care. Come and work in a growing business that provides variety and personal development. If you want to be part of a successful, expanding team, then we want to hear from you.
About the Role
As Fleet & Maintenance Administrator, you will be responsible for supporting fleet compliance, maintenance scheduling, cost administration, driver documentation, insurance administration, and fleet reporting. You will work closely with drivers, workshops, maintenance providers, insurers, and management teams to ensure our fleet remains compliant, roadworthy, and operational.
No two days will be the same, and you'll be a vital part of ensuring our transport network operates effectively. supporting a national network including Swindon, Telford, Edinburgh, Peterborough and Leeds.
What We're Looking For
We're seeking someone who is:
- Organised and methodical
- Reliable and professional
- Comfortable working in a fast-paced environment
- A strong team player
- Able to prioritise workloads and work to deadlines
- Confident in chasing information and following up actions
Key Responsibilities
Fleet Compliance & Maintenance
- Monitor and manage HGV inspection schedules, including PMIs, MOTs and servicing requirements.
- Coordinate maintenance, repairs, defects and vehicle downtime.
- Update and maintain fleet management systems, ensuring records are accurate and up to date.
- Liaise with drivers, workshops and suppliers to progress fleet-related issues.
- Maintain fleet compliance documentation and maintenance records.
Cost & Administration
- Record and upload vehicle maintenance and repair costs.
- Support purchase order, invoice and job administration processes.
- Maintain organised records for audit and reporting purposes.
Insurance & Vehicle Administration
- Support the administration of the company's fleet insurance requirements.
- Process vehicle additions, removals and amendments with insurance providers and brokers.
- Maintain accurate records of insured vehicles and associated documentation.
- Assist with insurance-related queries, claims administration and requests for information.
- Ensure vehicle changes are communicated promptly and accurately to the relevant parties.
Fleet Reporting
- Produce fleet reports and statistics using fleet management systems.
- Collate and analyse information relating to vehicle performance, utilisation and maintenance trends.
- Prepare information for management meetings and support action tracking.
Driver Documentation & Training Support
- Process and maintain driver documentation and compliance records.
- Follow up outstanding paperwork and documentation.
- Assist with training administration and communication of compliance updates.
General Administration
- Provide administrative support across the fleet and transport function.
- Assist colleagues across the business as required and contribute to a positive team environment.
Person Specification
Essential:
- Strong administration and organisational skills
- Excellent attention to detail and accuracy
- Confident user of Microsoft Office, particularly Excel and Outlook
- Ability to manage multiple priorities and meet deadlines
- Strong communication skills with the confidence to follow up outstanding actions
- Proactive and self-motivated approach to work
- Ability to work effectively with internal and external stakeholders
Desirable:
- Experience within transport, logistics, fleet or maintenance administration
- Knowledge of HGV maintenance schedules, PMI inspections and MOT requirements
- Experience using fleet management systems such as R2C or Samsara
- Understanding of fleet insurance administration
- Experience processing invoices, costs or purchase orders
The Benefits
- Competitive pay + overtime
- Monday–Friday schedule
- Training and development opportunities
Apply today and help us deliver excellence across our operations.
Job Types: Full-time, Permanent
Pay: £28,000.00-£30,000.00 per year
Benefits:
- Company pension
- Health & wellbeing programme
- Life insurance
- On-site parking
- Referral programme
Ability to commute/relocate:
- Swindon SN2 2QJ: reliably commute or plan to relocate before starting work (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
