Fleet Administrator

BCS Group; Walsall; On-site; GBP 23,000 - 29,000; Full time

Benefits offered by this job

Competitive salary

Company pension

Private medical

25 days leave + holidays

Job summary

BCS Group, a Midlands-based supplier of safety and construction products, is recruiting a Fleet Administrator to assist the Fleet Coordinator and Fleet Supervisor in daily fleet operations. You will manage the shared mailbox, handle enquiries, transfers, off-hire requests and process charges in the invoicing system.

Key responsibilities include maintaining fleet records, coordinating deliveries, supporting drivers, administering licence checks and e-risk assessments, and monitoring telematics

Qualifications

• Essential: Administrative and organisational skills, ability to meet deadlines.
• Desirable: experience in Hire, Transport or Fleet management.
• Proficiency with Microsoft Office Excel.

Responsibilities

• Maintain accurate fleet records in the hire system.
• Request and coordinate hire vehicles, deliveries and collections.
• Support driver records, licences, fuel cards and charge cards.
• Administer online driver licence system and e-risk assessments.
• Process supplier invoices and reconcile charges.
• Respond to day-to-day fleet enquiries and support fleet manager projects.

Skills

Administrative skills

Organisational skills

Task-driven

Tools

Microsoft Office Excel

Job description

Fleet Administrator

The Role:

The Fleet Administrator will support the Fleet Coordinator and Fleet Supervisor in the daily management of the fleet operation. This encompasses a range of responsibilities, which includes overseeing the shared fleet mailbox, facilitating enquiries, transfers, and off-hire requests, as well as managing the processing of charges in our invoicing system.

Key Responsibilities:

• Maintain accurate fleet records within the hire system, including vehicle allocations, driver transfers, off-hires, insurance details and maintenance history.
• Request hire vehicles and coordinate deliveries and collections with suppliers, drivers and regional contacts.
• Support new starters and vehicle changes, ensuring driver records, paperwork, fuel cards and charge cards are in place.
• Administer the online driver licence system, processing checks, maintaining records and escalating outstanding checks or licence concerns.
• Administrate driver e-risk assessments, online inductions and assigned training, monitoring completion and following up on overdue actions.
• Maintain driver and vehicle records across the telematics systems, prepare monthly regional reports and escalates issues requiring attention.
• Monitor the Daily Defect app, follow up on missing checks and outstanding defects, and liaise with drivers, regional teams and maintenance providers.
• Process vehicle damage notifications, raise workshop jobs and administer driver recharges where applicable, in line with company policy.
• Maintain the Motor Insurance Database (MID), ensuring vehicles are added and removed within the required timescales.
• Maintain Dartford Crossing and Transport for London accounts, ensuring vehicle details and charges are accurate.
• Process driving and parking penalty notices, maintain records and follow up on outstanding actions through to closure.
• Order, issue and cancel fuel and charge cards, maintain the card register and prepare monthly commercial van fuel expenditure reports.
• Complete daily system reconciliations, checking vehicle, driver, hire and account records across fleet systems and resolving discrepancies.
• Check and process supplier invoices against agreed rates, hire periods and authorised work, following up on queries and outstanding credits.
• Respond to day-to-day fleet enquiries from drivers, regional teams and suppliers, escalating issues where required.
• Provide administrative support to the Fleet Manager on projects and fleet improvement initiatives.

Key measures & targets:

• Accurate and timely processing of hires, invoices and fleet administration.
• Daily reconciliations completed, with discrepancies resolved promptly.
• Fleet systems and registers maintained accurately and kept up to date.
• Compliance actions and monthly reports completed within agreed deadlines.

Key relationships:

• Fleet Manager
• Fleet Supervisor
• Fleet Coordinator
• Suppliers

Person Specification:

The successful candidate is likely to meet all of the following criteria:

Essential

• Knowledge of Microsoft Office Excel
• Good administrative and organisational skills
• Able to complete tasks and meet deadlines

Desirable

• Experience of working in a Hire, Transport or Fleet management team
• Product knowledge would be beneficial
• Commercial understanding

About BCS Group:

BCS Group, a subsidiary of Barhale Holdings Plc, is a privately owned company. We are a leading supplier of safety and construction products based in the Midlands. We pride ourselves on providing a first-class service to all our customers, ensuring the right product or solution is delivered to the right location on time. With over 5,000 items within our core range, BCS Group can fulfil any order and ensure it is delivered directly via our dedicated transport fleet or those of our partners.

Manufacturing:

Our capabilities include standard and bespoke signage, labels, temporary and permanent road traffic signs and bespoke steel fabrication/installation which includes footbridges, walkways, flooring, guardrails, ladders and tunnelling products.

Extensive Stock Range:

Distributor of leading industry brands in PPE & clothing, traffic management, safety & lifting and site equipment products. These include Bollé, Pulsar, Globus, Rock Fall, Progarm, Portwest, Melba Swintex, Oxford Plastics, JSP, Nissen, Carters, Orafol, Crowcon, Radiodetection, Dräger, Ridgegear, and Plant Nappy.

Safety Equipment Servicing:

Specialist safety & lifting repair, calibration and inspection since 1999. We have our own purpose-built maintenance and calibration facility for gas detection, cable avoidance, breathing apparatus and lifting equipment which along with our fully equipped mobile calibration unit is where all maintenance and repairs are carried out. Our staff are trained and fully qualified in the maintenance, calibration and inspection of a full range of specialist safety & lifting equipment.

Our People:

With a direct workforce philosophy, the company culture is driven by our core values, which describe how we act day-to-day. We ensure all your needs are met through our national call centre and dedicated account management.

Triple Accreditation:

ISO 9001:2015, ISO 14001:2015, ISO 45001:2018 and ISO 50001:2011 standards, which means our customers can have complete confidence that we have an ongoing commitment to be a safe, efficient and responsible partner.

Caring and investing in you:

As a Gold Investors in People company and a Sunday Times 100 Best Company to Work For, we are committed to investing in people. We are passionate about creating a working environment where people are supported throughout their careers, where people can enjoy security and be part of a company that cares about them.

From the moment you join us, your well-being and career aspirations will be supported by.

• Competitive salary
• Company Pension
• Life Assurance
• Private Medical
• 25 days annual leave in addition to 8 public bank holidays and loyalty days
• 8 hours volunteering
• Employee Assistance Programme to support your mental, physiological, and financial well-being.
• Flexible benefits via salary sacrifice
• Company car/green car scheme/car allowance/Van (dependent on position)
• Leadership & management training and coaching
• Regular line management engagement and appraisal to support your career progression.
• Development supported by internal and externally delivered training.
• Continuous service awards