Fleet Co-Ordinator

WPS; Greater London; On-site; GBP 26,000 - 38,000; Full time

Job summary

WPS in London is seeking a proactive Fleet Co-ordinator to support daily fleet operations at Finsbury Park. You will help ensure vehicles are safe, compliant, well maintained and efficiently utilised, working with drivers, suppliers, and internal teams to keep downtime and costs to a minimum.

Key duties include servicing coordination, defect resolution, accident management, hire fleet oversight, utilization tracking, cost control and reporting.

Qualifications

• Two years of fleet-related experience preferred.
• Mechanical vehicle knowledge is highly advantageous.
• Experience using fleet management databases or systems would be desirable.
• Strong Microsoft Office skills, particularly Outlook, Excel, Word and PowerPoint.

Responsibilities

• Service, maintenance & repair – coordinating vehicle servicing, maintenance and repairs, monitoring Vehicle Off Road (VOR) time and ensuring compliance requirements are met.
• Defects & downtime – managing reported vehicle defects through to completion and working with suppliers and repair agents to minimise downtime.
• Accident & incident management – recording accidents, liaising with drivers, managers, insurers and repair providers, and supporting investigations by gathering the required information and evidence.
• Hire fleet management – overseeing short and long-term vehicle hires, extensions and off-hires, helping to control costs and ensuring supplier SLAs are followed.
• Vehicle utilisation & allocation – monitoring how vehicles are being used and supporting reallocation and redeployment to help maximise fleet utilisation.
• Invoices & cost control – processing and checking fleet-related invoices, challenging discrepancies and ensuring costs are allocated correctly.
• Reporting & KPIs – producing and analysing fleet performance information covering areas such as utilisation, downtime, mileage, fuel consumption, servicing and compliance.
• Telematics – maintaining vehicle and driver records and monitoring alerts such as speeding, harsh driving, idling and potential vehicle misuse.
• Damage recharges – managing the damage recharge process and liaising with drivers, managers and payroll where required.
• Supplier management – working with fleet providers, leasing companies, hire suppliers, telematics providers and repair networks to maintain service standards.
• Fleet administration – keeping systems and fleet data accurate and responding to day-to-day queries from drivers and operational teams.

Skills

Fleet experience

Mechanical vehicle knowledge

Fleet management databases/systems

MS Office (Outlook, Excel, Word, Power

Tools

Fleet management software

Job description

Fleet Co-ordinator – Finsbury Park

Location: Finsbury Park, London

Role: Fleet Co-ordinator

Are you organised, proactive and confident juggling multiple priorities in a fast-paced environment? Do you have experience working within fleet operations and enjoy keeping things running smoothly behind the scenes?

We're looking for a Fleet Co-ordinator to join our team in Finsbury Park, supporting the day-to-day operation of the WPS fleet.

This is a varied and busy role where you'll help ensure our vehicles are safe, compliant, well maintained and effectively utilised, while keeping downtime and unnecessary costs to a minimum. You'll work closely with drivers, operational teams, suppliers, repair networks and fleet providers, making sure our fleet data and processes remain accurate and up to date.

What You'll Be Doing

As our Fleet Co-ordinator, you'll have a broad range of responsibilities, including:

• Service, maintenance & repair – coordinating vehicle servicing, maintenance and repairs, monitoring Vehicle Off Road (VOR) time and ensuring compliance requirements are met.
• Defects & downtime – managing reported vehicle defects through to completion and working with suppliers and repair agents to minimise downtime.
• Accident & incident management – recording accidents, liaising with drivers, managers, insurers and repair providers, and supporting investigations by gathering the required information and evidence.
• Hire fleet management – overseeing short and long-term vehicle hires, extensions and off-hires, helping to control costs and ensuring supplier SLAs are followed.
• Vehicle utilisation & allocation – monitoring how vehicles are being used and supporting reallocation and redeployment to help maximise fleet utilisation.
• Invoices & cost control – processing and checking fleet-related invoices, challenging discrepancies and ensuring costs are allocated correctly.
• Reporting & KPIs – producing and analysing fleet performance information covering areas such as utilisation, downtime, mileage, fuel consumption, servicing and compliance.
• Telematics – maintaining vehicle and driver records and monitoring alerts such as speeding, harsh driving, idling and potential vehicle misuse.
• Damage recharges – managing the damage recharge process and liaising with drivers, managers and payroll where required.
• Supplier management – working with fleet providers, leasing companies, hire suppliers, telematics providers and repair networks to maintain service standards.
• Fleet administration – keeping systems and fleet data accurate and responding to day-to-day queries from drivers and operational teams.

What We're Looking For

We're looking for someone who thrives in a busy, fast-paced environment, is comfortable working to deadlines and can confidently prioritise a varied workload.

Ideally, You'll Have

• Previous fleet experience, with at least two years within a fleet-related role preferred
• Mechanical vehicle knowledge, which would be highly advantageous
• Experience using fleet management databases or systems would be desirable
• Strong Microsoft Office skills, particularly Outlook, Excel, Word and PowerPoint
• Excellent communication skills with the confidence to work with stakeholders at all levels
• Strong problem‑solving skills and the ability to identify and elevate issues or anomalies
• A proactive, action-orientated approach with plenty of initiative
• The ability to adapt to change and work independently when needed
• A collaborative approach and the ability to work well as part of a team

You'll also play an important role in supporting driver safety, helping to ensure drivers hold the appropriate licences and receive the relevant vehicle induction information.

Why this role?

This is a great opportunity for someone who enjoys being at the heart of a busy operation. You'll have exposure to a wide range of fleet activities and work with teams and suppliers across the business to help keep vehicles safe, compliant, available and operating effectively.

WPS is proud to be an employer where anyone can thrive, and we welcome applications from candidates of all backgrounds. We encourage you to apply even if you don't meet every requirement, as we value transferable skills and assess all applications fairly.

We don't discriminate based on a criminal record; all applications are reviewed on an individual basis against the requirements of the role. Some roles may require additional checks, due to the nature of the work. As a Disability Confident Leader, we offer an interview to applicants with a disability who meet the minimum criteria for the role and opt in to the Disability Confident scheme. Reasonable adjustments are available, please contact us at [e-mail].