Car Administration Manager

Waitrose & Partners; Derby; Hybrid; GBP 38,000 - 55,000; Full time

Job summary

A leading UK retailer seeks a Car Administration Manager responsible for overseeing fleet administration, ensuring compliance, and providing exceptional service to both internal and external stakeholders. The successful candidate will manage a motivated team, leveraging their skills in data analysis and administration to uphold standards.

Qualifications

• Exceptional communication and interpersonal skills.
• Experienced in fleet-based roles.
• Ability to lead and develop teams.

Responsibilities

• Manage administration process for car fleet.
• Oversee supplier relationships and data compliance.
• Adhere to KPIs and provide necessary reporting.

Skills

Administrative skills

Data handling and analysis

Management experience

Good leadership and interpersonal skills

Intermediate level Excel

Car administration experience

Job description

About the role

Your role as Car Administration Manager is to manage centralised administration for the car fleet. You'll meet all relevant legislation and processes, identify areas of risk within the administration of the fleet and put checks in place to prevent non-compliance. You'll be responsible for managing the PCS car replacement schedule and delivering a high standard of customer service to internal and external customers. The successful candidate will have exceptional communication and interpersonal skills, and be able to lead and develop a motivated and diligent team. You'll be equipped with data analysis skills, experience of administration, and an understanding of the importance of regulatory and taxation compliance.

At a glance:

• Salary: £38,200.00 - 54,300.00 per annum

• Contract type: This is a permanent opportunity

• Hours and location of the role:

  • 35 hours per week

  • Your home location will be our Bracknell Head Office

  • The Partnership has adopted a hybrid working approach meaning you'll be able to work a mixture between the office and home based upon your personal needs whilst balancing the needs of the business. The team attend the office on Mondays and Tuesdays to connect and on an ad-hoc basis for any team meetings and/or training days

Key responsibilities:

To manage the administration process for the car fleet including:

• Managing relationships with external suppliers including car dealerships, car manufacturers and fleet support system providers (for example for car maintenance or car orders)

• Managing relationships with the majority of internal departments such as, Finance, Taxation, Reward, Legal, People, PPA, Business Protection and all eligible car scheme users

• To support the preparation, transfer and disposal process for all cars

• Manage the eligibility check and renewal process for all PCS Essential Use

• Review and authorise new car quotations, check manufacturer/dealership terms are applied and correct, and then manage the order process through to delivery

• Oversight of PCS Allowance payments

• Oversight of Credit Sale Agreements (CSA)

• Robust protection of personal data

• To check fuel card purchases or PCS related expenses for misuse and fraud

• Reconciliation of the fleet management system to ensure all data is present and up to date

• To adhere to KPIs and provide analysis and reporting as required

• To ensure the welfare and development of the Administration team

Essential skills and/or experience you'll need:

• Administrative skills

• Intermediate level Excel

• Car administration experience

• Data handling and analysis

• Management experience

• Good leadership and interpersonal skills

• Experience of working in a fleet based role

Desirable skills and/or experience you may have:

• Advanced Excel

• Knowledge of car schemes

• Jaama Key2 experience

• Association of Fleet Professionals (AFP) certifications

About The Partnership

We're the largest employee owned business in the UK and home of our cherished brands, John Lewis and Waitrose. We're not just employees, we're Partners, driven by our purpose to build a happier world. As we look to our future, there's never been a more exciting time to join us.

We're ruthlessly focused on being brilliant at retail. We continue to innovate, adapt and diversify. Never Knowingly Undersold on price, quality and service in John Lewis and passionately serving food-lovers in Waitrose.

As Partners we all share the responsibility of ownership and in its rewards. We use our voices to contribute to our success, working together through the good and challenging times, holding true to our behaviours and treating everyone with kindness and respect.

We all own making the Partnership somewhere we belong. Embracing our differences and creating an environment where we're free to be ourselves and can THRIVE. Growing ourselves individually, and as a collective.

As Partners, we make all the difference. And, we all own it.

Important points to note:

It's important to note that some of our roles are subject to pre-employment vetting (which may include DBS checks for successful candidates). If required, you'll be informed and provided with information about vetting during the recruitment process and we encourage you to complete any vetting documents quickly to avoid delays. Any DBS checks required will be carried out by a third-party registered body and financial probity checks may also be required for some of our roles.

We also recommend that you apply as soon as possible as vacancies can close early if we see a high number of applicants.

We want all of our Partners to have a good work-life balance and we support flexible working. This might mean flexible or compressed hours, job sharing or shorter hour contracts, where possible. Please discuss this further with the hiring manager during your interview.