Fleet Administrator & Operations Coordinator (Company Car)

Barhale Ltd; Walsall; On-site; GBP 21,000 - 32,000; Full time

Benefits offered by this job

Company Pension

Life Assurance

Private Medical

25 days annual leave

Employee Assistance Programme

Job summary

Barhale Ltd is seeking a Fleet Administrator in Walsall to support the Fleet Coordinator and Fleet Supervisor in daily fleet operations, including managing the shared mailbox, handling enquiries, transfers and off-hire requests, and processing charges in the invoicing system.

You'll maintain fleet records, coordinate vehicle hires, manage driver records, driver licences, telematics data, and produce monthly regional reports while ensuring timely responses to driver queries and compliance with

Qualifications

• Knowledge of Microsoft Office Excel.
• Good administrative and organisational skills.
• Experience of working in a Hire, Transport or Fleet management team.
• Product knowledge would be beneficial.

Responsibilities

• Maintain accurate fleet records within the hire system (vehicle allocations, driver transfers, off-hires, insurance, 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 and escalating outstanding checks or licence concerns.
• Administrate driver e-risk assessments, online inductions and training, monitoring completion and overdue actions.
• Maintain driver and vehicle records across telematics systems, prepare monthly regional reports.
• Monitor the Daily Defect app, follow up on missing checks and outstanding defects, liaise with drivers and maintenance providers.
• Process vehicle damage notifications, raise workshop jobs and administer driver recharges where applicable.
• Maintain MID and TfL 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.
• 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.

Skills

Excel

Administrative skills

Fleet management experience

Product knowledge

Tools

Hire system

Job description

Barhale Ltd is seeking a Fleet Administrator in Walsall to support the Fleet Coordinator and Fleet Supervisor in daily fleet operations, including managing the shared mailbox, handling enquiries, transfers and off-hire requests, and processing charges in the invoicing system.

You'll maintain fleet records, coordinate vehicle hires, manage driver records, driver licences, telematics data, and produce monthly regional reports while ensuring timely responses to driver queries and compliance with