Fleet Administration & Compliance Coordinator

Wates Smartspace; Greater London; On-site; GBP 24,000 - 32,000; Full time

Job summary

Wates Smartspace in London’s Finsbury Park is seeking a highly organised Fleet Administrator to join our Fleet team. You will support day-to-day operations of a large vehicle fleet, keep records up to date and help ensure compliance and availability.

Working with drivers, suppliers and internal teams, you will manage servicing records, incidents and invoicing, maintain fleet databases and generate routine reports.

Qualifications

• Strong organisational and data management skills.
• Excellent communication skills and confidence dealing with a variety of stakeholders.
• Good working knowledge of Microsoft Office, particularly Excel and Outlook.
• Ability to work accurately to deadlines in a busy environment.
• A proactive and solutions-focused approach to problem solving.

Responsibilities

• Support the administration of vehicle servicing, maintenance and repair activities, ensuring records are accurately maintained and work is completed within agreed timescales.
• Process and record vehicle accident and incident information, maintaining accurate documentation and supporting investigations where required.
• Assist with hire vehicle administration, including booking requests, extensions, off-hires and invoice processing.
• Maintain fleet databases and systems, ensuring vehicle, driver and compliance records are always up to date.
• Monitor vehicle defects and liaise with suppliers to track repairs and minimise vehicle downtime.
• Process fleet-related invoices and support the accurate allocation of costs across business units.
• Handle day-to-day fleet enquiries from drivers, managers and suppliers, providing timely and professional support.
• Produce routine fleet reports and dashboards, highlighting outstanding actions and compliance requirements.
• Support telematics administration, including vehicle allocations, record updates and monitoring of driver-related alerts.
• Assist with damage recharge administration and payroll submission processes.
• Work with external suppliers to support service delivery and agreed service standards.
• Support vehicle compliance activities, including licence checks, driver documentation and vehicle records.

Skills

Attention to detail

Stakeholder communication

Deadline management

Problem solving

Fleet knowledge (advantageous)

Education

GCSE English and Maths

Tools

Microsoft Excel

Microsoft Outlook

Fleet management systems (advantageous)

Job description

Wates Smartspace in London’s Finsbury Park is seeking a highly organised Fleet Administrator to join our Fleet team. You will support day-to-day operations of a large vehicle fleet, keep records up to date and help ensure compliance and availability.

Working with drivers, suppliers and internal teams, you will manage servicing records, incidents and invoicing, maintain fleet databases and generate routine reports.