Fleet Administration and Support Assistant

Hook Source: WhatJobs

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We are looking for an organised and proactive individual to join our Fleet Team. this role is pivotal in providing efficient administrative and operational support for the organisation's fleet activities, ensuring vehicle records, maintenance schedules, compliance documentation, and driver information are accurately maintained. The Fleet Administration and Support Assistant supports the smooth day-to-day operation of the fleet by coordinating vehicle servicing, managing fleet-related documentation, monitoring costs, managing the processing of PCN’s, fines and Police Notice of intension to Prosecute (NIP’s) and assisting staff with transport and vehicle-related requirements while ensuring compliance with company policies and relevant regulations. This is a fixed term position expected 3 months minimum.

About us

N2O is an award-winning creative brand experience agency and part of GLOBE GROUPE, the leading European shopper house dedicated to brand marketing.

Trusted by some of the world’s most successful brands, N2O specialises in crafting insight-driven, relevant, engaging, and measurable campaigns that deliver results at home, in-store, out-of-home, and online.

Our headquarters is in Maidenhead, with additional sites in Welwyn Garden City, Hook, and Bedford. This is a 3-month FTC role with potential to extend and will be based primarily at our Hook Warehouse.

Key accountabilities

Maintain accurate fleet, vehicle, driver and Grey Fleet records, ensuring all information is up to date and compliant.
Manage vehicle compliance activities, including MOTs, servicing, inspections, insurance and other statutory requirements.
Administer PCNs, NIPs, fines and traffic-related offences, ensuring timely responses and accurate record keeping.
Coordinate vehicle maintenance, repairs, servicing and breakdown support to minimise downtime and maintain roadworthiness.
Provide administrative support to drivers and operational teams, including licence checks, vehicle allocations and transport-related queries.
Liaise with leasing providers, insurers, maintenance suppliers and other external partners to support fleet operations.
Process fleet-related invoices, purchase orders and recharges, while supporting cost control and budget monitoring.
Produce fleet performance and compliance reports, analysing trends and identifying opportunities for improvement.
Support the administration of vehicle accidents, insurance claims and incident investigations, ensuring all documentation is completed accurately and on time.
Contribute to the efficient, safe and compliant operation of the organisation's fleet and logistics activities.

GCSEs (or equivalent) in English and Mathematics; a relevant administration qualification is desirable.
Full UK driving licence.
Good understanding of fleet administration, vehicle compliance requirements and fleet management processes.
Knowledge of vehicle maintenance, servicing, MOTs, insurance, road tax, and the administration of PCNs, NIPs and other vehicle-related offences.
Proficient in Microsoft Office applications, particularly Excel, Outlook and Word.
Experience in an administrative role, ideally within a fleet, transport, logistics or vehicle management environment.
Experience maintaining accurate records, managing databases and producing reports.
Strong organisational, communication and time management skills, with the ability to prioritise competing deadlines.
Ability to analyse information, solve problems and handle confidential data with accuracy and discretion.
Customer-focused approach with the ability to build effective working relationships with colleagues, suppliers and external stakeholders.