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, 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