Fleet Coordinator

Venesky Brown; Scotland; Hybrid; GBP 23,000 - 26,000; Part time

Job summary

Venesky-Brown’s client, a public sector organisation in Dundee, is seeking a Fleet Coordinator on a 28-hour week hybrid basis, with a 3-month initial contract. The role involves arranging quotations for vehicle purchases/lease options, coordinating with lease companies, and maintaining fleet systems and data to ensure compliance.

You will manage MOT/Road Tax processes, support system rollouts, and provide driver data analysis to inform efficiency improvements.

Qualifications

• Minimum Level 5 SCQF qualification in Business Admin, Fleet Management or related field.
• Experience with fleet administration and data handling is preferred.
• Strong IT skills including Excel and use of fleet/databases.

Responsibilities

• Support departments in obtaining quotations for new vehicle purchases and lease options.
• Liaise with lease companies to manage hire purchase processes and invoicing.
• Administer fleet management processes for white and grey fleet and ensure compliance.

Education

SCQF Level 5 or equivalent in Business Administration, Fleet Management, or related discipline

Tools

Microsoft Office

Job description

Venesky-Brown’s client, a public sector organisation in Dundee, is currently looking to recruit a Fleet Coordinator for an initial 3 month contract on a rate of £16.71 - £18.85/ Hour PAYE (£24,335.32 - £27,440.17/annum). This role will be hybrid working with a minimum of 2 days per week in the Dundee office, 28 hours per week.

Responsibilities

• Supporting departments in obtaining quotations from suitable suppliers for new vehicle purchases and/or lease options, in line with the department’s specification and requirements. Submit orders for new vehicle requirements and liaise with suppliers regarding lead and delivery times and support finance department in setting up payment.
• Liaising with lease companies to efficiently manage the conclusion of hire purchase agreements, including the collection of vehicles and final invoicing.
• Administer and coordinate fleet management processes to ensure effective running of both white fleet & grey fleet and ensure these are compliant, implemented and adhered to.
• Manage and maintain, databases and systems integral to fleet management processes, including the accurate processing and updating of driver and vehicle data.
• Provide advice and assistance as first point of contact for fleet related enquires and provide resolutions for any issues arising.
• Support with the creation of the specification for (new or existing) fleet management systems and conduct market research and premarket engagement with potential suppliers.
• Implementation and roll out of new or updated fleet systems including preparing new processes, guidance and training for users.
• Oversee, arrange and coordinate white fleet MOT & Road Tax to comply with relevant legal requirements.
• Manage and resolve any offline or faulty telematic devices, liaising with suppliers to facilitate swift resolutions to ensure telematics devices are in working order.
• Optimise the use of reporting tools within the various Fleet systems to produce reports that support others to devise solutions and increase efficiencies within white fleet & working with HM Management to do this.
• Provide analysis from driver data to Head of Maintenance & identify trends and behaviours to support proactive action to implement efficiencies.
• Responsible for scheduling, chairing/attending & following up actions for all Fleet Meetings.
• Attend certified training to conduct driver assessment for new starts and where needed current staff to evaluate driving behaviour and identify any further training to ensure the safety of drivers, vehicles and members of the public.
• The development and delivery of communication guidance and staff-facing materials related to fleet requirements and compliance, ensuring information is clear, compliant, and effectively supports operational needs.
• Contribute to the provision of training staff as and when required.
• Support the Governance & Compliance Manager, Business Services Officer with tasks including taking minutes and distributing correspondence.
• Providing any other administrative support as required to ensure good corporate governance.
• Hold an appropriate qualification equivalent to a minimum of Level 5 of the SCQF Framework
• Experience of delivering high-quality administrative and compliance support within a complex organisation.
• Experience of managing and maintaining data within business-critical systems and databases, ensuring accuracy and integrity.
• Experience of liaising with internal and external stakeholders.
• Experience in fleet management, including scheduling & managing MOT/Road Tax processes, or using telematics systems.
• Experience of monitoring and reporting against compliance requirements, or performance data.
• Previous experience of working with others and within a team environment
• Ability to organise and prioritise a varied workload, meet deadlines, and adapt to changing priorities.
• Ability to make sound decisions, exercise initiative and work with minimal supervision
• Strong analytical skills with ability to interpret data and identify trends to inform decision-making.
• Constantly striving to improve performance
• Excellent attention to detail and the ability to maintain a high level of accuracy.
• Able to develop and maintain positive working relationships.
• Proficient IT skills including Microsoft Office (Excel, Word, Outlook) and experience with business systems/databases.
• Flexible and proactive approach with the ability to respond to urgent requests at short notice.
• Willingness to learn new systems and processes and to support change initiatives.
• Ability to upskill into new areas of work as required
• Educated to SCQF Level 6 of the SCQF Framework or equivalent in Business Administration, Fleet Management, or related discipline.
• Experience of contributing to the implementation or roll-out of new business systems and processes.
• Knowledge of procurement processes.
• Knowledge of Data Protection legislation
• Excellent interpersonal and communication skills
• Willingness and ability to work outside standard office hours, if required