Fleet Coordinator

Smiths News; Swindon; On-site; GBP 23,000 - 28,000; Full time

Benefits offered by this job

Health Cash Plan

Pension

25 days holiday

E-Learning modules

Sharesave Scheme

Cycle to Work Scheme

Colleague Assistance Programme

Colleague Referral Scheme

Job summary

Smiths News in Swindon is seeking a Fleet Coordinator to join our Central Services team, reporting to the Fleet Manager. The role offers varied, fast-paced administrative and operational support to ensure our vehicle fleet is managed safely, efficiently and cost-effectively.

You will coordinate fleet records, vehicle hire, fuel cards, driver licence checks and maintenance, liaising with depots, suppliers and internal stakeholders to resolve queries and keep the national fleet compliant.

Qualifications

• Experience in fleet administration or transport coordination.
• Strong organisational skills and ability to multitask.
• Attention to detail with records and information.
• Proficient in Microsoft Excel and admin systems.

Responsibilities

• Coordinate day-to-day administration of company vehicle fleet.
• Manage vehicle hire bookings, extensions and supplier liaison.
• Support fuel cards, bulk fuel orders and related queries.
• Oversee driver licence checks and compliance records.
• Monitor vehicle checks and maintenance, escalating issues.
• Process fleet purchase orders and supplier payments accurately.
• Assist with road traffic offences, incidents and insurance claims.
• Liaise with depots, suppliers and stakeholders to resolve queries.
• Maintain fleet reports and data for cost control and decisions.
• Identify improvements in fleet processes and reporting.

Skills

Fleet administration

Transport coordination

Excel

Record keeping

Vendor liaison

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.