Fleet Coordinator

Smiths News; Swindon; On-site; GBP 21,000 - 29,000; Full time

Benefits offered by this job

Health Cash Plan

Pension 5% match

25 days holiday + buy scheme

24/7 E-Learning modules

Sharesave Scheme

Cycle to Work Scheme

Colleague Assistance Programme

Colleague Referral Scheme

Job summary

Smiths News is seeking a Fleet Coordinator to join the Central Services team in Swindon. The role provides essential administrative and operational support to ensure the national fleet is managed efficiently, safely and cost-effectively.

You will coordinate fleet records, supplier bookings, and compliance checks while supporting fuel cards, driver licences and incident handling. The role interacts with depots and internal teams to keep operations running smoothly.

Qualifications

• Experience in fleet administration or transport coordination is advantageous.
• Strong organisational skills with multiple tasks and deadlines.
• Excellent attention to detail when maintaining records and processing information.
• Proficient in Microsoft Excel and administrative systems.
• Good communication with colleagues, suppliers and stakeholders.

Responsibilities

• Coordinate day-to-day administration of the vehicle fleet with up-to-date records.
• Manage vehicle hire bookings, extensions, off-hires and supplier coordination.
• Support management of fuel cards, bulk fuel orders and related queries.
• Coordinate driver licence checks and fleet compliance records.
• Monitor vehicle checks and maintenance records; escalate issues as needed.
• Process fleet purchase orders, invoices and supplier payments accurately.
• Assist with road traffic offences, vehicle damage and insurance claims.
• Liaise with depots, suppliers and internal teams to resolve fleet queries.
• Coordinate statutory inspections of MHE and maintain compliance records.
• Maintain fleet reports, trackers and performance data for cost control.
• Identify opportunities to improve fleet administration processes.

Skills

Fleet administration

Organisational skills

Excel

Communication

Attention to detail

Tools

Excel

MS Office

Job description

Fleet Coordinator

£25000 per annum.

Grade F | Central Services | Smiths News

Our reputation as the UK’s largest newspaper and magazine wholesaler speaks for itself. Every day, we serve more than 22,000 customers from 34 distribution centres across the country. Behind every nightly miracle is a team of dedicated people carrying out more roles than you realise – we’re the unseen force that delivers. So when we say we’re excited for what the future holds for our customers and colleagues, you can trust we’re as good as our word.

We have an exciting opportunity for a Fleet Coordinator to join our Central Services team, reporting to the Fleet Manager.

This is a varied and fast-paced role, providing essential administrative and operational support to the Fleet team, helping ensure our vehicle fleet is managed efficiently, safely and cost-effectively.

Working closely with our distribution centres, suppliers and internal teams, you will play a key role in maintaining accurate records, coordinating fleet services and supporting the smooth running of our fleet operations across the national network.

About the Role

• Coordinate the day-to-day administration of our company vehicle fleet, ensuring accurate and up-to-date records.

• Manage vehicle hire arrangements, including bookings, extensions, off-hires and supplier coordination.

• Support the management of fuel cards, bulk fuel orders and associated queries.

• Coordinate driver licence checks and maintain driver and vehicle compliance records.

• Monitor vehicle checks, maintenance records and other fleet compliance requirements, escalating issues where necessary.

• Process fleet-related purchase orders, invoices and supplier payments, ensuring accuracy and timely resolution.

• Support the administration of road traffic offences, vehicle damage, accidents and insurance claims.

• Liaise with depots, suppliers and internal stakeholders to resolve fleet queries and support operational requirements.

• Coordinate statutory inspections of materials handling equipment (MHE) and maintain associated compliance records.

• Maintain fleet reports, trackers and performance data to support effective decision-making and cost control.

• Identify opportunities to improve fleet administration processes, reporting and service delivery.

What we can offer you

Not only do we offer free onsite parking and a competitive salary but you’ll also have access to:

• Company funded Health Cash Plan – providing cash back for everyday healthcare costs such as dental, optical and physiotherapy

• 5% match pension

• 25 days holiday plus holiday buy scheme

• 24/7 E-Learning modules, Training and Development opportunities

• Sharesave Scheme, Cycle to Work Scheme and Health Cash Plan

• Colleague Assistance Programme & Colleague Referral Scheme

About you

• Previous experience in fleet administration, transport coordination or a similar operational support role would be advantageous.

• Strong organisational skills with the ability to manage multiple tasks, priorities and deadlines.

• Excellent attention to detail, particularly when maintaining records and processing information.

• Confident using Microsoft Office applications, particularly Excel, and comfortable working with administrative systems.

• Strong communication skills with the ability to build effective relationships with colleagues, suppliers and stakeholders.

• A proactive, problem‑solving approach with a willingness to take ownership of tasks through to completion.

• A good understanding of vehicle compliance, fleet processes or supplier administration would be beneficial.

• Comfortable working in a busy environment and able to adapt to changing operational priorities.

Please note: you must have the right to work in the UK to be considered for this position.

A career with us is a career filled with people, pride, and passion. We rely on each other to get the job done, and we deliver what we say we will. Let’s see if we can rely on you, too.