Fleet Coordinator
Selecta
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Benefits offered by this job
Job summary
Selecta is seeking an organised Fleet Coordinator to support day-to-day management of our vehicle fleet, including HGVs, vans and company vehicles. You will help ensure fleet compliance, vehicle availability, supplier management, cost control, and maintain accurate fleet records.
Based in Hemel Hempstead, the role is a key contact for drivers, suppliers and internal stakeholders, helping to deliver a safe, compliant and cost-efficient fleet operation.
Qualifications
- Experience in a Fleet, Transport, Logistics or Administration role.
- Excellent organisational skills with meticulous attention to detail.
- Experience maintaining accurate records and managing multiple priorities.
- Good understanding of vehicle administration and compliance processes.
- Experience reviewing invoices, costs and financial information.
Responsibilities
- Maintain accurate vehicle, driver and fleet records.
- Coordinate vehicle allocations, onboarding, transfers, replacements and disposals.
- Manage fleet documentation including insurance, registrations, service records and compliance.
- Support driver communications and fleet policy administration.
- Maintain fleet management systems and ensure records are audit-ready.
- Support administration of HGV fleet operations and vehicle compliance.
- Monitor MOTs, servicing schedules and road fund licences.
- Maintain records of defects, inspections and incidents.
- Assist with driver licence checking and compliance programmes.
- Coordinate vehicle repairs, deliveries, and handovers.
- Review and validate fleet-related invoices and supplier charges.
- Reconcile supplier accounts and investigate discrepancies.
- Produce reports on fleet compliance, utilisation, maintenance and costs.
- Identify opportunities for cost savings and continuous improvement.
Skills
Tools
Job description
We are looking for an organised and proactive Fleet Coordinator to support the day-to-day management of our vehicle fleet, including HGVs, vans, and company vehicles. This role is responsible for ensuring fleet compliance, vehicle availability, supplier management, cost control, and maintaining accurate fleet records.
The successful candidate will act as a key point of contact for drivers, suppliers, and internal stakeholders, helping to deliver a safe, compliant, and cost-effective fleet operation.
At Selecta, we're passionate about delivering exceptional service and helping millions of consumers and employees stay refreshed throughout the day. As a leading international provider of unattended food, drink and convenience solutions, we partner with world-class brands and operate across extensive national networks.
Innovation, safety, and customer experience are at the heart of everything we do. We're proud to create workplace experiences that make a difference, one coffee, one snack, and one smile at a time.
- Maintain accurate vehicle, driver, and fleet records
- Coordinate vehicle allocations, onboarding, transfers, replacements, and disposals
- Manage fleet documentation including insurance, registrations, service records, maintenance history, and compliance records
- Support driver communications and fleet policy administration
- Maintain fleet management systems and ensure records remain audit-ready
- Support the administration of HGV fleet operations and vehicle compliance
- Monitor MOTs, servicing schedules, inspections, road fund licences, and preventative maintenance programmes
- Maintain records relating to vehicle defects, inspections, incidents, and corrective actions
- Support driver licence checking and driver compliance programmes
- Assist with Operator Licence compliance requirements, ensuring accurate fleet records are maintained
- Liaise with maintenance providers to minimise vehicle downtime and ensure roadworthiness
- Support compliance audits and provide documentation when required
- Act as a key contact for vehicle leasing providers, maintenance suppliers, fuel card providers, breakdown services, and manufacturers
- Coordinate vehicle repairs, deliveries, collections, and off-road vehicle management
- Resolve day-to-day fleet and vehicle-related enquiries from drivers and managers
- Support vehicle handovers, returns, and driver inductions
- Review and validate fleet-related invoices and supplier charges
- Reconcile supplier accounts and investigate discrepancies
- Process purchase orders and support invoice approvals
- Monitor fleet expenditure and identify opportunities for cost savings
- Produce reports covering fleet compliance, utilisation, maintenance activity, incidents, and costs
- Analyse fleet data and provide management information to support decision-making
- Support fleet projects and business improvement initiatives
- Identify opportunities to improve compliance, efficiency, and cost control
- Assist with the implementation of new fleet systems, technologies, and processes
- Previous experience in a Fleet, Transport, Logistics, or Administration role
- Strong organisational skills with excellent attention to detail
- Experience maintaining accurate records and managing multiple priorities
- Good understanding of vehicle administration and compliance processes
- Experience reviewing invoices, costs, and financial information
- Strong Excel and Microsoft Office skills
- Excellent communication and stakeholder management skills
- Ability to work independently and as part of a team
- Experience managing or administering HGV fleets
- Knowledge of Operator Licence requirements and transport compliance
- Experience using fleet management systems
- Understanding of vehicle maintenance schedules, defect reporting, and driver licence checking
- Experience working within a multi-site operational environment
- Knowledge of fleet budgeting and cost control
- 25 days of annual leave plus bank holidays
- Life assurance equivalent to 2x your yearly salary
- Five weeks of occupational paid sick leave for added security
- Extended leave policy for greater flexibility
- Free parking at our Head Office and other depot locations
- Unlimited coffee and tea at our offices to keep you refreshed
- Clear career progression paths with development opportunities
- Strong leadership support to help you thrive
- Employee recognition scheme to celebrate your contributions
- Mental health and wellbeing support, including access to mental health first aiders
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