Fleet Admin & Transport Assistant

Daniel Owen Ltd; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading fleet management company is seeking a Fleet Administrator in Greater London. The role involves overseeing daily fleet operations, ensuring compliance, and managing vehicle maintenance. Key qualifications include a full UK driving licence (HGV preferable) and experience in fleet administration. Strong communication skills and attention to detail are essential for success in this role.

Qualifications

• Full, clean manual UK driving licence, including HGV licence (Category C).
• Demonstrable experience in a similar fleet administration or coordination role.
• Solid understanding of fleet and vehicle licensing regulations.
• Broad knowledge of vehicle maintenance and administration processes.
• Strong administrative skills with attention to detail.
• Excellent communication and customer service abilities.

Responsibilities

• Assist with the administration and maintenance of fleet vehicles.
• Respond to customer service queries from stakeholders.
• Monitor and process correspondence via the shared fleet mailbox.
• Conduct regular vehicle inspections and maintain documentation.
• Arrange hire and termination paperwork for vehicle rentals.

Skills

Full, clean manual UK driving licence

Experience in fleet administration

Understanding of vehicle licensing regulations

Knowledge of vehicle maintenance processes

Strong administrative skills

Excellent communication skills

Customer service abilities

Flexible and adaptable

Ability to work independently

Tools

Fleet management systems

Sage software

Job description

Role Overview

You'll be responsible for the daily administration of all fleet, vehicle, and transportation activities, ensuring smooth operations and compliance. You'll also manage and control the company's plant equipment to meet all health & safety and reporting requirements.

Key Responsibilities

• Assist with the administration, maintenance, and monitoring of fleet vehicles.
• Maintain accurate and compliant digital and hard copy records.
• Respond to customer service queries from internal and external stakeholders.
• Monitor and process correspondence via the shared fleet mailbox.
• Escalate issues to the Fleet Manager or relevant personnel as needed.
• Update vehicle and asset registers, including PCN logs and parking permits.
• Securely store and manage vehicle keys and related assets.
• Investigate and process PCNs, including cost recuperation communications.
• Conduct regular vehicle inspections and maintain associated documentation.
• Arrange hire and termination paperwork for vehicle rentals.
• Transport goods and deliver/collect vehicles up to 3.5T GVW.
• Liaise with third-party suppliers and provide cover for the Fleet Manager during absences.
• Perform basic vehicle maintenance (e.g., oil, fluids, bulbs, wipers).
• Use jump packs/leads for non-start vehicles (training provided).
• Ensure idle vehicles are regularly started and ready for use.

About You

• Full, clean manual UK driving licence, including HGV licence (Category C).
• Demonstrable experience in a similar fleet administration or coordination role
• Solid understanding of fleet, vehicle, and vehicle licensing regulations.
• Broad knowledge of vehicle maintenance and administration processes, including MOTs, servicing, repairs, and PCN handling.
• Strong administrative skills with attention to detail, experience of using fleet management systems would be beneficial.
• Excellent communication and customer service abilities.
• Flexible and adaptable approach to work.
• Comfortable with basic vehicle maintenance tasks.
• Able to work independently and as part of a team.
• Experience raising purchase orders using Sage software or similar systems , or willingness to learn.