Fleet Administrator

Axis Europe; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading fleet management company in the UK is seeking a Fleet Administrator to provide comprehensive administrative support in managing fleet operations. The role involves maintaining documentation, scheduling, and coordinating with suppliers to ensure efficiency and compliance. The ideal candidate should possess strong organisational and communication skills, along with proficiency in Microsoft Office and fleet management systems. Join a dynamic team offering a variety of benefits including annual leave, long service awards, and more.

Benefits

25 days annual holiday + Bank holidays

Long service awards

Perkbox benefits

Paid volunteer day

Qualifications

• Strong organisational skills with attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to multitask and prioritise workload effectively.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and fleet management systems.
• Strong problem‑solving abilities and ability to work in a fast‑paced environment.

Responsibilities

• Maintain accurate records of fleet-related expenses.
• Validate and process invoices related to fleet operations.
• Assist fleet managers in budget tracking.
• Work closely with operational teams for administrative efficiency.
• Liaise with third-party vendors for fleet services.

Skills

Organisational skills

Communication skills

Multitasking

Proficiency in Microsoft Office

Problem-solving

Tools

Fleet management systems

Job description

The Fleet Administrator is responsible for providing comprehensive administrative support across fleet operations, ensuring compliance, efficiency, and cost control. This role plays a crucial part in managing documentation, scheduling, data entry, and coordinating with suppliers and internal stakeholders to maintain seamless fleet operations. Fleet Administrators work under the guidance of Fleet Managers and assist in managing service bookings, compliance records, telematics, driver documentation, and general fleet-related administrative duties.

Axis has experienced continual growth since its establishment in 1986. We work with some of the UK's largest building owners, landlords & facility managers to provide strategic building repairs, planned maintenance and improvement across all property sectors.

Responsibilities

• Maintain accurate records of fleet-related expenses, including maintenance, insurance, and operational costs.
• Validate and process invoices related to fleet operations and systems.
• Assist fleet managers in budget tracking and cost-saving initiatives.
• Work closely with fleet managers and operational teams to ensure administrative efficiency.
• Liaise with third-party vendors, garages, and leasing companies for fleet-related services.
• Provide support for driver queries related to fleet processes and compliance.
• Work under the guidance of Fleet Maintenance, Operations, and Risk Managers to ensure seamless fleet administration.
• Assist in onboarding new employees and ensuring awareness of fleet policies and procedures.
• Collaborate with HR, Finance, and Legal teams for compliance, reporting, and policy updates.
• Use fleet management tools for tracking compliance, scheduling, and reporting.
• Identify and implement process improvements for administrative efficiency.
• Ensure data accuracy and integrity across fleet records and databases.
• Travel to other office locations/sites when required.
• Schedule routine servicing, MOTs, inspections, and preventative maintenance.
• Maintain service histories, mileage logs, warranty info, and maintenance schedules.
• Track repair work orders and ensure timely completion.
• Monitor vehicle downtime and arrange temporary replacements if needed.
• Ensure all vehicles meet regulatory requirements (MOT, inspections, safety checks).
• Verify invoices, challenge discrepancies, and process payments.
• Process purchase orders for fleet-related services.
• General fleet administration and documentation.
• Cost recharges and financial tracking related to fleet operations.
• Provide holiday/sickness cover support within the fleet team.
• Ad-hoc fleet duties when required.
• Fuel card administration.
• Handle emails and correspondence.
• Provide phone and communication support.
• Data input and management of data streams.

Qualifications

• Strong organisational skills with attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to multitask and prioritise workload effectively.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and fleet management systems.
• Strong problem‑solving abilities and ability to work in a fast‑paced environment.

Benefits

• Annual holiday; 25 days + Bank holidays.
• Long service awards; continuous service at key achievements are rewarded.
• Perkbox; from free coffees and cinema tickets to trips away and much more.
• Volunteer day; paid yearly volunteer days for a worthy cause.