Fleet Admin Specialist

Octopus Electric Vehicles Limited; Greater London; Hybrid; GBP 22,000 - 30,000; Full time

Benefits offered by this job

Perks hub

Dog-friendly office

Job summary

Octopus Electric Vehicles Limited seeks an organized administrator to manage data-entry and fleet documentation in London. You will log and process PCNs, maintain vehicle records, and coordinate insurance and total loss processes.

You will monitor safety recalls, prepare regular reports for stakeholders, and support cross-departmental teams with data-entry tasks. A proactive, precise approach is essential to keep operations running smoothly.

Qualifications

• Proven experience in a data-entry or administrative role with high attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and take initiative.
• Strong organisational abilities and multitasking capability.
• Precision-driven approach to handling records and documents.
• Experience in fleet or vehicle administration is a bonus.

Responsibilities

• PCN management: log and process inbound post and digital PCNs efficiently.
• Maintain vehicle records and registration documents accurately.
• Coordinate insurance processes and total loss activities end-to-end.
• Monitor safety recalls and communicate findings to stakeholders.
• Support cross-departmental teams with data-entry and admin tasks.

Skills

Data-entry

Administrative experience

Job description

What we do. Electric Car Leasing

Why we do it. Greener. Fairer. Future.

What you'll do

PCN Management

• Dealing with inbound postal and digital PCNs, logging and processing them quickly and efficiently.

• Problem solving on PCN queries to resolve issues smoothly for drivers

Vehicle Documentation

• Ensure all vehicle records and registration documents are accurately maintained, updated, and securely archived or disposed of when necessary.

Insurance & Total Loss Co-ordination

• Seamlessly guide vehicles through the total loss administrative process from start to finish.

• Compile regular, insightful reports for key stakeholders in meetings to keep everyone aligned.

Safety Recalls

• Monitoringmanufacturer safety recalls across the fleet.

• Communicates these to the right people and ensuring the necessary vehicle fixes are completed and that drivers receive the right support

Team Support

• Cross-departmental teamwork helping investigate queries, prepping vital vehicle documents, and tackling data-entry tasks.

• Assist with various logistical challenges and administrative tasks as they pop up.

What you'll need

The Essentials:

• Admin Pro: Proven experience in a data-entry or administrative role where you thrived on precision.

The Nice-to-Haves:

• Fleet Savvy: Bonus points if you already have experience in a vehicle or fleet administration role!

• Organization Guru: A knack for juggling multiple tasks without dropping the ball.

• Top-Tier Communicator: Excellent written and verbal communication skills.

• Self-Starter: The ability to work independently, take initiative, and hit the ground running with minimal supervision.

• Precision-Driven: An absolute commitment to accuracy (you spot the details others miss).

Why else you'll love it here

• Wondering what the salary for this role is? Just ask us! On a call with one of our recruiters it's something we always cover as we genuinely want to match your experience with the correct salary. The reason why we don't advertise is because we honestly have a degree of flexibility and would never want salary to be a reason why someone doesn't apply to Octopus - what's more important to us is finding the right octofit!
• Octopus Energy Group is a unique culture. An organisation where people learn, decide, and build quicker. Where people work with autonomy, alongside a wide range of amazing co-owners, on projects that break new ground. We want your hard work to be rewarded with perks you actually care about! Visit our perks hub - Octopus Employee Benefits
• Octopus Electric Vehicles, part of the Octopus Energy Group, won the Sunday Times best company to work for in 2024. We were named 6th out of top 100 start-ups to work for by Tempo in 2025 and on Glassdoor we were voted 50 best places to work in 2022. Our Group CEO, Greg has recorded a podcast about our culture and how we empower our people. We’ve also been placed in the top 10 companies for senior leadership

Things to note

• P.s. just to let you know, we are dog friendly company so you may see our 4 legged friends in the offices - feel free to bring yours! Rest assured though, we've taken lots of precautions for those who have allergies
• We use AI to help us assess applications fairly and objectively. We’re totally fine with you using AI as a tool to help prepare too. That said, when we get to the interview and assessment stage, we’re really interested in hearing your unique perspective and real-world stories. That’s the stuff we can’t get from a bot or a prompt!

Are you ready for a career with us? We want to ensure you have all the tools and environment you need to unleash your potential. Need any specific accommodations? Whether you require specific accommodations or have a unique preference, let us know, and we'll do what we can to customise your interview process for comfort and maximum magic!

Studies have shown that some groups of people, like women, are less likely to apply to a role unless they meet 100% of the job requirements. Whoever you are, if you like one of our jobs, we encourage you to apply as you might just be the candidate we hire. Across Octopus, we're looking for genuinely decent people who are honest and empathetic. Our people are our strongest asset and the unique skills and perspectives people bring to the team are the driving force of our success. As an equal opportunity employer, we do not discriminate on the basis of any protected attribute. Our commitment is to provide equal opportunities, an inclusive work environment, and fairness for everyone.