Fleet & Office Co-Ordinator

Optima Recruitment; Fetcham; On-site; GBP 30,000 - 35,000; Full time

Benefits offered by this job

Pension Scheme

Free car parking

25 days holiday + Birthday off

Job summary

Optima Recruitment is seeking a Fleet & Office Coordinator to manage fleet, asset and office support activities. You will ensure compliance, maintenance and accurate record-keeping while providing central office support to the business, helping operational efficiency daily.

Key duties include maintaining registers, coordinating servicing and renewals, liaising with suppliers, and handling office administration with attention to detail. A full UK driving licence is required for this role.

Qualifications

• Experience with fleet administration and asset management.
• Proficient in MS Office, databases and tracking systems.
• Full UK Driving Licence.

Responsibilities

• Maintain and update fleet and asset registers.
• Schedule and track vehicle compliance, servicing, MOTs, inspections and renewals.
• Coordinate supplier activities and liaise with leasing and maintenance providers.
• Maintain accurate records of fleet costs and asset utilisation.

Skills

Administrative skills

Organisational skills

MS Office

Communication

Customer focus

Independent working

Full UK Driving Licence

Job description

Fleet & Office Coordinator

Contract Type: Full-time, Permanent

Role Purpose

The Fleet & Office Coordinator is responsible for the effective administration and coordination of fleet, asset and office support activities. The role ensures that vehicles, equipment and operational assets remain compliant, available and well‑maintained, while also providing efficient central office support to the wider business. This position plays a key role in supporting operational efficiency through accurate record‑keeping, proactive scheduling of compliance activities, supplier coordination and day‑to‑day office administration.

Key Responsibilities

Fleet & Asset Management

• Maintain and regularly update fleet and asset registers, ensuring records remain accurate and current.
• Schedule, monitor and track all vehicle and equipment compliance requirements, including servicing, MOTs, inspections, tax and insurance renewals.
• Ensure all fleet and asset compliance activities are completed on time and proactively follow up on outstanding actions.
• Arrange maintenance, repairs and inspections for vehicles and equipment.
• Liaise with external suppliers, including leasing companies, maintenance providers, fuel suppliers and service contractors.
• Monitor fuel usage, telematics information and driver compliance data, highlighting issues and trends where appropriate.
• Support the allocation, tracking and deployment of vehicles and equipment across operational requirements.
• Maintain accurate records relating to fleet costs, maintenance history and asset utilisation.

Office & Operational Support

• Coordinate day‑to‑day office administration activities to support business operations.
• Manage office supplies, stationery, post and general facilities administration.
• Provide meeting coordination and diary support as required.
• Maintain operational documents, trackers, databases and reporting systems.
• Process supplier administration activities, including purchase orders, delivery tracking and invoice queries in accordance with company procedures.
• Support health and safety administration, including maintaining records, certificates, training records and renewal schedules.
• Act as a first point of contact for internal enquiries relating to fleet, asset and office support activities.
• Assist with ad hoc administrative and operational projects as required.

Person Specification

• Strong administrative and organisational skills with excellent attention to detail.
• Ability to manage multiple tasks and competing priorities effectively.
• Proficient in Microsoft Office applications and comfortable working with databases, spreadsheets and tracking systems.
• Strong communication and interpersonal skills.
• Customer‑focused approach with a professional and helpful manner.
• Ability to work independently and use initiative.
• Full UK Driving Licence.

Desirable Requirements

• Previous experience in fleet administration, compliance administration or asset management.
• Knowledge of fleet compliance requirements and industry standards.
• Awareness of operator licence (O‑Licence) requirements and/or FORS standards.
• Experience within an operational, field services, facilities management or similar environment.
• Familiarity with telematics systems and fleet management software.

Key Competencies

• Highly organised and methodical.
• Proactive and dependable.
• Strong attention to detail and accuracy.
• Ability to remain calm and effective under pressure.
• Good problem‑solving skills.
• Strong planning and coordination abilities.
• Collaborative team player with a positive attitude.
• Professional and confidential in handling information.

Salary & Benefits

£30,000 - £35,000 (depending upon experience)

Pension Scheme, Free car parking, 25 days holiday + Birthday off + Bank holidays, Working hours: 08:00 – 16:30

Optima Recruitment Limited are acting as a recruitment agency in relation to this vacancy and are an equal opportunities employer.