Fleet Administrator

Job Description

First Choice Drainage Solutions is a growing company operating within the drainage, plumbing and groundworks sector.

We are looking for an organised, proactive and detail-focused Fleet Administrator to support the day-to-day management of our fleet of approximately 50 vehicles.

The successful candidate will be responsible for keeping accurate fleet records, coordinating vehicle servicing and maintenance, monitoring compliance, and supporting our engineers and operational teams with vehicle-related requirements.

This is a hands-on administrative role, ideal for someone who is highly organised, confident communicating with suppliers and drivers, and able to manage multiple tasks and deadlines.

Key Responsibilities

• Maintain accurate and up-to-date records for approximately 50 company vehicles
• Schedule and track MOTs, servicing, inspections and routine maintenance
• Coordinate vehicle repairs and liaise with garages, suppliers and breakdown providers
• Monitor vehicle defects and ensure reported issues are followed up and resolved
• Arrange and maintain vehicle permits, licences and relevant documentation
• Keep fleet compliance records up to date, including MOTs, servicing and driver documentation
• Carry out and coordinate regular vehicle inspections and record any defects
• Monitor vehicle mileage and servicing requirements to ensure vehicles are maintained on schedule
• Assist with vehicle allocation and ensure engineers have suitable vehicles available
• Arrange replacement vehicles or vehicle hire when required
• Support the onboarding and offboarding of drivers, including vehicle handovers and condition checks
• Maintain records of vehicle accidents, incidents and damage and ensure appropriate follow-up
• Assist with annual fleet insurance administration and renewal processes
• Monitor fuel cards and fuel usage, highlighting any unusual activity
• Assist with compiling engineers' weekly timesheets using driving and telematics data

Key Skills & Experience

• Previous experience in a Fleet Administrator, Fleet Coordinator, Transport Administrator or similar administrative role would be beneficial
• Strong organisational and administrative skills
• Excellent attention to detail and ability to maintain accurate records
• Comfortable managing multiple tasks, deadlines and priorities
• Good communication skills when dealing with drivers, engineers, garages and suppliers
• Confident using Microsoft Office and computer-based systems
• Experience using fleet management, vehicle tracking or telematics systems would be advantageous
• Basic understanding of vehicle maintenance, MOTs and fleet compliance
• Ability to work independently and take ownership of tasks
• Full UK driving licence

What We Offer

• Company mobile phone
• Pension
• 28 days' holiday including bank holidays
• Working hours: 8am–5pm
• Future training and development opportunities

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