Fleet Admin Assistant

Civic Recruitment Limited; Ffairfach; On-site; GBP 22,000 - 26,000; Full time

Job summary

Civic Recruitment Limited is seeking a Fleet Admin Assistant on a 3‑month umbrella contract with a Local Authority. You will provide administrative support to the Fleet Team Leaders, assisting with workshop administration, scheduling, job allocation, record keeping and driver communications.

Key duties include maintaining diaries, creating and processing jobs, checking defect books, allocating tasks to technicians, recording labour hours and uploading supporting documentation.

Qualifications

• Experience in administrative or business support roles.
• Proven ability to maintain accurate records and databases.
• Experience managing diaries, schedules or bookings.
• Experience dealing with customers, drivers, contractors, or internal stakeholders.
• Good organisational and time management skills.
• Ability to work in a busy operational environment.
• Proficient in IT systems and Microsoft Office.
• Strong communication and customer service.
• Ability to prioritise workload and work independently.

Responsibilities

• Answer telephone calls and deal with driver enquiries.
• Welcome drivers dropping off and collecting vehicles.
• Manage and maintain workshop diaries and schedules.
• Create and process jobs when vehicles are brought into the workshop.
• Check vehicle defect books and records.
• Allocate jobs to technicians using the Fleet Management System.
• Ensure technicians accurately record labour hours.
• Scan and upload vehicle inspection sheets and supporting documentation.
• Assist with ordering vehicle parts and receiving deliveries.
• Liaise with service departments regarding vehicle repairs and availability.
• Maintain accurate fleet administration records and databases.
• Support the smooth day-to-day operation of the workshop offices.
• Provide general administrative support to Fleet Team Leaders.

Skills

Administration experience

Organisation

Communication skills

Diary management

Driver liaison

Education

General education (English & Maths)

Tools

Microsoft Office

Fleet Management System

Job description

3 months contract with a Local Authority
Umbrella - £16.61 per hour- Umbrella

Job Purpose

As a Fleet Admin Assistant, you will provide administrative support to the Fleet Team Leaders across multiple workshop locations. You will support the efficient operation of fleet maintenance services by managing workshop administration, scheduling, job allocation, record keeping, and communication with drivers, technicians, and service departments.

Key Duties/Accountabilities

• Answer telephone calls and deal with driver enquiries.
  
• Welcome drivers dropping off and collecting vehicles.
  
• Manage and maintain workshop diaries and schedules.
  
• Create and process jobs when vehicles are brought into the workshop.
  
• Check vehicle defect books and records.
  
• Allocate jobs to technicians using the Fleet Management System.
  
• Ensure technicians accurately record labour hours.
  
• Scan and upload vehicle inspection sheets and supporting documentation.
  
• Assist with ordering vehicle parts and receiving deliveries.
  
• Liaise with service departments regarding vehicle repairs and availability.
  
• Maintain accurate fleet administration records and databases.
  
• Support the smooth day-to-day operation of the workshop offices.
  
• Provide general administrative support to Fleet Team Leaders.
  

Essential Experience Required

• Previous experience in an administrative or business support role.
  
• Experience maintaining records and databases accurately.
  
• Experience managing diaries, schedules, or bookings.
  
• Experience dealing with customers, drivers, contractors, or internal stakeholders.
  
• Good organisational and time management skills.
  
• Ability to work in a busy operational environment.
  
• Experience using IT systems, databases, and Microsoft Office applications.
  
• Good communication and customer service skills.
  
• Ability to prioritise workload and work independently.
  

Essential Qualifications Required

• Good standard of general education including English and Mathematics.
  
• Proficient in Microsoft Office applications.
  
• Full UK Driving Licence (Essential).
  

Additional Information to Note

• Working hours: 37 hours per week.
  
• Working pattern: Monday to Thursday 08:00 - 16:00, Friday 08:00 - 15:30.
  
• Full UK Driving Licence required.
  
• We work on bi-weekly payment schedule.