Fleet Administrator

Purpose of Role

We are seeking a Fleet Administrator to act as an internal fleet service to the wider [Employer hidden — sign up to reveal] business. Following the move to Connect, the fleet function has seen a significant increase in administrative workload, driven by the scale and complexity of the fleet operation.

Job Description

This role will support a fleet of approximately 4,000 vehicles, involving a wide range of vehicle types, suppliers, hire arrangements, and operational variables. The successful candidate will play a key role in ensuring the smooth administration, accuracy, and efficiency of fleet-related processes.

Responsibilities

• Act as an internal Fleet service to stakeholders across [Employer hidden — sign up to reveal]
• Provide day-to-day fleet administration support within a high-volume, fast-paced environment
• Administer hire vehicles, including set-up, extensions, changes, and off-hire processes
• Assist the fleet team with the creation of orders and Goods Received Notes (GRNs)
• Support the hiring of vehicles, liaising with suppliers and internal teams
• Manage and process maintenance administration, including repairs, servicing, and associated documentation
• Ensure accurate handling of purchase orders and supplier invoicing
• Maintain fleet records and data integrity within fleet and financial systems
• Use Excel to track costs, vehicles, hire periods, and operational data
• Respond to internal queries and provide timely, professional support

Essential Qualifications/Skills

• Previous fleet administration or related administrative experience (fleet, transport, plant, logistics, or similar)
• A good understanding of vehicle hire processes and fleet operations
• Experience working with purchase orders, GRNs, and invoices
• Strong administrative and organisational skills with excellent attention to detail
• Methodical and structured approach to work, able to manage multiple variables and tasks
• Proficient in Microsoft Excel (e.g. spreadsheets, data tracking, basic formulas)
• Confident liaising with internal stakeholders and external suppliers

Education & Qualifications

• Good standard of education (GCSEs or equivalent as a minimum)
• Additional business, administration, or fleet-related qualifications are desirable but not essential

Personal Attributes

• Detail-oriented and reliable
• Comfortable working in a busy, operational environment
• Able to prioritise workload effectively
• Professional, helpful, and service-focused approach

Benefits

In return for your hard work we offer additional training and development, 26 days holiday (+ bank holidays), generous pension contribution, life assurance and much more. [Employer hidden — sign up to reveal] is committed to working towards a lower carbon society, focusing on sustainable and innovative methods to exceed our partners' goals and add value for all stakeholders – and we were named the top-ranked FM service provider in the Sustainable FM Index for 2020.

Fairness, Inclusion and Respect (FIR) at [Employer hidden — sign up to reveal] is about recognising and celebrating each other's differences and what they bring to the team. We commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all. Should you require any reasonable adjustments as part of the application process please contact us directly. [Employer hidden — sign up to reveal] recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home.