Fleet Admin Specialist

Octopus Electric Vehicles; Greater London; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Dog friendly office

Job summary

Octopus Electric Vehicles in London is seeking a detail‑oriented administrator to manage PCNs, vehicle documentation, and related processes. You will coordinate insurance and total loss activities, monitor safety recalls, and support cross‑department teams with data entry and administrative tasks.

The role emphasizes precision, independent work, and effective communication in a fast‑paced fleet operations environment.

Qualifications

• Proven experience in a data-entry or administrative role.
• Strong written and verbal communication.
• Ability to work independently and manage multiple tasks.

Responsibilities

• PCN management: log and process inbound PCNs quickly and efficiently.
• Vehicle documentation: maintain records and registrations accurately.
• Insurance & total loss coordination: guide processes end-to-end and report outcomes.
• Safety recalls: monitor recalls and communicate with drivers and teams.
• Team support: assist across departments with data-entry and administrative tasks.

Skills

Data entry

Administrative support

Precision

Job description

London (GB)

Octopus Electric Vehicles – Operations - fixed

Full-time

On-site

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

• Monitoring manufacturer 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).

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!

If this sounds like you then we\'d love to hear from you.

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.

Where necessary, we sometimes use AI tools to help with parts of our hiring process, like reviewing applications or assessing responses. We’re lucky to receive a huge amount of interest, so these tools help our recruiters manage that volume, not replace them. Ultimately, every hiring decision (for example, whether to progress your application or not) is always made by a real person in our Talent team. If you\’d like to know more about how we use your data, you can reach out to us via email at [email protected]. We\'re happy to help!