Fleet Administrator

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

Benefits offered by this job

Competitive salary

Up to 3% bonus

2x Life Assurance

25 days holiday (incl. bank holidays)

Perk box discounts

Buy/sell annual leave

Career development and progression

Learning and development programmes

Job summary

MÜLLER GROUP is seeking a Fleet Administrator for our Bristol Depot to support daily fleet operations, ensure vehicle compliance, and manage maintenance planning. The role requires meticulous record-keeping, strong IT skills, and the ability to work under pressure in a fast-paced transport environment.

You will maintain inspection schedules, coordinate MOTs and inspections, and liaise with the Transport and Operations teams to maximise fleet availability.

Qualifications

• Experience in transport, fleet or logistics administration.
• Proficient in Microsoft Excel and IT systems.
• Experience handling compliance documents and maintaining accurate records.
• Excellent communication and organisational skills.

Responsibilities

• Maintain fleet compliance records and inspection schedules.
• Update trackers and attend daily compliance calls.
• Produce and maintain depot reporting, including daily reporting.
• Scan, upload and file inspection, maintenance and compliance docs.
• Manage vehicle and trailer service schedules per Operator Licence.
• Plan and book MOTs, LOLER inspections, F-Gas testing and other checks.
• Update digital maintenance planners and keep fleet records accurate.
• Chase outstanding compliance paperwork from third parties.
• Raise purchase orders and record costs with correct cost centres.
• Support invoice approvals through SAP.
• Manage defect records and support fleet maintenance activities.
• Arrange repairs with external suppliers and coordinate breakdowns during working hours.
• Maintain waste management records and environmental compliance.
• Liaise with Transport, Garage and Operations teams to support fleet availability.
• Support Health & Safety activities and safety meetings.
• Ensure all legal, compliance and environmental obligations are met.

Skills

Microsoft Excel

Communication skills

Organisational skills

Attention to detail

Time management

Independent working

Calm under pressure

Tools

SAP

Job description

Fleet Administrator

Bristol Depot - Cabot Park, Industrial Estate, Avonmouth, Bristol, BS11 0YW

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

We are looking for an organised and proactive Fleet 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.

Benefits

• Competitive salary
• 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.