Fleet Administrator

Unternehmensgruppe Theo Müller; West of England; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Bonus up to 3%

Life Assurance

25 days holiday

Perk box access

Annual leave buy/sell

Career development

Learning and development programmes

Job summary

Unternehmensgruppe Theo Müller in Bristol Depot is seeking a Fleet Administrator to manage daily fleet operations, ensure vehicle compliance and coordinate maintenance planning and administration tasks.

The role requires strong IT skills (Excel), transport/fleet experience, and the ability to work under pressure while collaborating with Transport, Garage and Operations teams. Monday to Friday, 8:00am–4:00pm.

Qualifications

• Previous experience in transport, fleet, logistics or workshop administration.
• Strong IT skills, including Microsoft Excel.
• Experience handling compliance documentation and maintaining accurate records.
• Excellent communication skills with the ability to build strong working relationships.

Responsibilities

• Maintaining fleet compliance records and ensuring inspection schedules are up to date.
• Updating outstanding inspection trackers and attending daily compliance calls.
• Producing and maintaining depot reporting, including daily reporting.
• Scanning, uploading and filing inspection, maintenance and compliance documentation.
• Managing vehicle and trailer service schedules in line with Operator Licence requirements.
• Planning and booking MOTs, LOLER inspections, F-Gas testing and other statutory checks.
• Updating digital maintenance planners and ensuring all fleet records remain accurate.
• Chasing outstanding compliance paperwork from third-party providers.
• Raising purchase orders, recording costs accurately and ensuring correct cost centre allocation.
• Supporting invoice approval processes through SAP.
• Managing defect records and supporting fleet maintenance activities.
• Arranging repairs with external suppliers and coordinating breakdown responses during working hours.
• Maintaining waste management records and ensuring environmental compliance is met.
• Liaising closely with Transport, Garage and Operations teams to support fleet availability.
• Supporting Health & Safety activities, including safety sweeps and monthly meetings.
• Ensuring all legal, compliance, environmental and health & safety obligations are adhered to at all times.

Skills

Transport & logistics experience

Attention to detail

Communication skills

Work under pressure

Tools

Microsoft Excel

SAP

Job description

We are looking for an organised and proactiveFleet Administrator to join our Bristol Depot team. This is a key role supporting the day-to-day operation of our fleet, ensuring vehicle compliance, maintenance planning, and administration activities are completed accurately and on time.

This opportunity would suit someone with previous experience working within a transport, fleet or logistics office environment who understands the demands of a fast-paced operation. You'll be confident using IT systems, highly competent in Microsoft Excel, and able to remain calm and professional when working under pressure.

Monday to Friday | 8:00am - 4:00pm

• Up to 3% bonus
• 2x Life Assurance
• 25 days holiday (inclusive of bank holidays)
• Access to Perk box, offering discounts on holidays, shopping, lifestyle benefits and much more
• Option to buy and sell annual leave.
• Career development and progression opportunities
• Access to a range of learning and development programmes

What You'll Be Doing

• Maintaining fleet compliance records and ensuring inspection schedules are up to date.
• Updating outstanding inspection trackers and attending daily compliance calls.
• Producing and maintaining depot reporting, including daily reporting.
• Scanning, uploading and filing inspection, maintenance and compliance documentation.
• Managing vehicle and trailer service schedules in line with Operator Licence requirements.
• Planning and booking MOTs, LOLER inspections, F-Gas testing and other statutory checks.
• Updating digital maintenance planners and ensuring all fleet records remain accurate.
• Chasing outstanding compliance paperwork from third-party providers.
• Raising purchase orders, recording costs accurately and ensuring correct cost centre allocation.
• Supporting invoice approval processes through SAP.
• Managing defect records and supporting fleet maintenance activities.
• Arranging repairs with external suppliers and coordinating breakdown responses during working hours.
• Maintaining waste management records and ensuring environmental compliance is met.
• Liaising closely with Transport, Garage and Operations teams to support fleet availability.
• Supporting Health & Safety activities, including safety sweeps and monthly meetings.
• Ensuring all legal, compliance, environmental and health & safety obligations are adhered to at all times.

What We're Looking For

• Previous experience within a transport, fleet, logistics or workshop administration environment.
• Strong IT skills, including a good working knowledge of Microsoft Excel.
• Experience of handling compliance documentation and maintaining accurate records.
• Excellent communication skills with the ability to build strong working relationships.
• Highly organised with strong attention to detail.
• Able to prioritise workloads and meet deadlines in a busy operational environment.
• Comfortable working independently and taking ownership of tasks.
• Calm, resilient and able to perform effectively under pressure.
• Experience of SAP or similar systems would be advantageous, although not essential.