Fleet Admin Assistant

M O'Brien Group; St Albans; On-site; GBP 25,000 - 35,000; Full time

Job summary

M O'Brien Group in St Albans seeks a Fleet Administrative Assistant to ensure efficient operations of the company's vehicle fleet. The role involves maintaining accurate fleet records, scheduling vehicle maintenance, and assisting with compliance and reporting.

The ideal candidate has strong organizational skills, attention to detail, and proficiency in Microsoft Office. Previous experience in an administrative role, particularly in fleet or logistics, is advantageous.

Qualifications

• Previous administrative experience, preferably in fleet or logistics.
• Ability to manage multiple tasks and meet deadlines.
• Basic understanding of vehicle maintenance and compliance requirements is desirable.

Responsibilities

• Maintain and update fleet records, including vehicle registrations and insurance.
• Schedule vehicle maintenance, MOTs, and repairs to minimize downtime.
• Monitor fleet usage, fuel consumption, and mileage logs.

Skills

Organizational skills

Time-management skills

Attention to detail

Proficiency in Microsoft Office

Communication skills

Job description

Fleet Administrative Assistant

Job Summary

The Fleet Administrative Assistant supports the efficient operation of the company’s vehicle fleet by providing administrative, coordination and record-keeping support. This role ensures compliance with regulations, maintains accurate fleet data and assists with reporting and communication between suppliers and internal teams.

Key Responsibilities

• Maintain and update fleet records, including vehicle registrations, insurance, servicing and inspections
• Schedule vehicle maintenance, MOTs and repairs, ensuring minimal downtime
• Monitor and track fleet usage, fuel consumption and mileage logs
• Process invoices, purchase orders and expense reports related to fleet operations
• Assist with compliance requirements, including legal and safety documentation
• Liaise with drivers, suppliers, garages and leasing companies
• Support incident and accident reporting, including documentation and follow-up
• Manage fleet-related databases and administrative systems
• Handle general administrative duties such as filing, correspondence and data entry

Skills and Qualifications

• Previous administrative experience (fleet or logistics experience preferred)
• Strong organizational and time-management skills
• Good attention to detail and accuracy in record-keeping
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to manage multiple tasks and meet deadlines
• Strong communication and interpersonal skillsBasic understanding of vehicle maintenance and compliance requirements (desirable)

Key Attributes

• Reliable and proactive
• Problem-solving mindset
• Ability to work independently and as part of a team
• Strong customer service approach when dealing with internal and external stakeholders