Fleet Administrator

Fleet Administrator

Location: Humber View
Salary: -28,000
Working 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 escalate 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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