Transport Fleet Administrator

Role: Fleet Administrator 

Location: Glasgow Head Office 

Salary: £25,468.38 per annum  

Contract Type: Permanent 

Shift Pattern: Monday to Friday core hours between 8am to 5pm.

Job Purpose: 

The Fleet Administrator provides day-to-day administrative and coordination support for the organisation's vehicle fleet, ensuring vehicles are compliant, well-maintained, properly documented, and available for operational use. The role acts as the central point of contact for drivers, suppliers, and internal departments on all fleet-related administrative matters.

Key Responsibilities

• Maintain accurate and up-to-date fleet records, including vehicle registrations, mileage, servicing history, insurance, and lease/ownership documentation.
• Schedule and track vehicle servicing, MOT tests, safety inspections, and repairs, liaising with garages and service providers to minimise vehicle downtime.
• Monitor vehicle licensing, tax, and insurance renewal dates, ensuring all compliance deadlines are met.
• Process and log driver documentation, including licence checks, driver declarations, and induction paperwork.
• Manage the allocation and return of vehicles, keys, fuel cards, and associated equipment.
• Log and monitor accidents, incidents, fines (e.g. speeding, congestion charge, parking), and insurance claims, escalating as required.
• Maintain fuel and mileage records, and support reporting on fleet costs, utilisation, and performance.
• Log vehicle defects and service dates to support compliance.
• Raise purchase orders for vehicle repairs, servicing, and parts, and track jobs through to completion and invoice reconciliation.
• Act as the first point of contact for drivers, handling day-to-day queries and issues by phone and email.
• Liaise with suppliers, leasing companies, garages, and internal stakeholders to resolve day-to-day fleet queries.
• Support procurement and disposal processes for vehicles, including preparing paperwork for new vehicle orders and de-fleeting.
• Ensure fleet policies and procedures are followed and support internal and external audits of fleet records.
• Assist with the production of regular fleet reports, KPIs, and management information for the Fleet Manager.
• Provide general administrative support to the fleet/transport team, including filing, data entry, and correspondence.

Person Specification

Essential:

• Previous experience in an administrative role, ideally within a fleet, transport, or logistics environment.
• Strong organisational skills with the ability to manage multiple tasks and deadlines.
• Good working knowledge of Microsoft Office (Excel, Word, Outlook) or equivalent software.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail, particularly with compliance and record-keeping.
• Ability to work independently and as part of a team.

Desirable:

• Experience using fleet management software, transport management systems (TMS), or vehicle tracking/telematics systems.
• Understanding of vehicle compliance requirements (MOT, tax, insurance, driver licensing).
• Knowledge of health and safety requirements relating to fleet and driver management.

Key Skills & Attributes

• Strong administrative and IT skills.
• Problem-solving mindset with a proactive approach to resolving issues.
• Customer-focused, with the ability to liaise confidently with drivers, suppliers, and colleagues at all levels.
• Discreet and reliable when handling confidential or sensitive information.
• Adaptable and comfortable working in a fast-paced environment.