Fleet Administrator
Location: Humber ViewSalary: £28,000Working Hours: Monday to Friday (Office Hours)Reports to: Office & Corporate Manager
Role Purpose
To manage and coordinate all company vehicles across the business, ensuring full compliance, cost control, and operational availability to support both field and office-based teams. This role is key to maintaining efficient operations by minimising vehicle downtime, ensuring legal compliance, and providing accurate reporting on fleet performance and costs.
Key Responsibilities
Fleet Coordination & Asset Management
- Maintain a centralised fleet register (vehicles, allocation, location, status)
- Coordinate vehicle allocation across teams and sites
Support onboarding and offboarding of vehicles (new orders, returns, disposals)Maintenance & Compliance
- Schedule and track:
- MOTs
- Servicing
- Repairs
- Inspections
- Ensure all vehicles remain fully compliant with:
- DVLA regulations
- Insurance requirements
- Company policies
- Proactively monitor and elevate any compliance risks
Cost Management & Reporting
- Track and report on:
- Fuel usage
- Maintenance costs
- Lease/hire costs
- Repair spend
- Produce regular reports highlighting:
- Cost per vehicle
- Downtime
- Utilisation trends
- Identify cost-saving opportunities and inefficiencies
Fuel & Usage Monitoring
- Manage fuel cards and usage tracking
- Investigate anomalies or unusual spend
- Support initiatives to improve fuel efficiency
Driver Compliance Support
- Support driver compliance processes and documentation
- Act as a point of contact for vehicle-related queries
Incident & Insurance Management
- Log and manage vehicle incidents
- Liaise with insurers and repair providers
- Track claims through to resolution
Supplier & Stakeholder Management
- Liaise with:
- Garages and service providers
- Lease companies
- Breakdown services
- Work closely with:
- Operations / Field Teams
- Finance
- HR / Compliance
Skills & Experience Required
Essential
- Strong organisational and coordination skills
- High attention to detail (compliance‑critical role)
- Good Excel and data tracking capability
- Ability to manage multiple priorities and deadlines
- Strong communication skills across teams
Desirable
- Experience in fleet or vehicle administration
- Understanding of compliance and legal requirements
- Experience with reporting tools (Excel / Power BI)
Success Measures (KPIs)
- Zero missed compliance deadlines (MOT, insurance, servicing)
- Reduction in vehicle downtime
- Improved cost visibility and control
- Accurate and timely reporting
- Positive feedback from vehicle users
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