Fleet Admin Assistant

Fleet Administrative Assistant

Job Summary

The Fleet Administrative Assistant supports the efficient operation of the company’s vehicle fleet by providing administrative, coordination and record-keeping support. This role ensures compliance with regulations, maintains accurate fleet data and assists with reporting and communication between suppliers and internal teams.

Key Responsibilities

• Maintain and update fleet records, including vehicle registrations, insurance, servicing and inspections
• Schedule vehicle maintenance, MOTs and repairs, ensuring minimal downtime
• Monitor and track fleet usage, fuel consumption and mileage logs
• Process invoices, purchase orders and expense reports related to fleet operations
• Assist with compliance requirements, including legal and safety documentation
• Liaise with drivers, suppliers, garages and leasing companies
• Support incident and accident reporting, including documentation and follow-up
• Manage fleet-related databases and administrative systems
• Handle general administrative duties such as filing, correspondence and data entry

Skills and Qualifications

• Previous administrative experience (fleet or logistics experience preferred)
• Strong organizational and time-management skills
• Good attention to detail and accuracy in record-keeping
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to manage multiple tasks and meet deadlines
• Strong communication and interpersonal skillsBasic understanding of vehicle maintenance and compliance requirements (desirable)

Key Attributes

• Reliable and proactive
• Problem-solving mindset
• Ability to work independently and as part of a team
• Strong customer service approach when dealing with internal and external stakeholders

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