Fleet Vehicle Administrator

Vertu Motors; Gateshead; On-site; GBP 21,000 - 24,000; Full time

Benefits offered by this job

25 days holiday

Online rewards platform

Preferential service rates

Colleague purchase scheme

Share incentive scheme

Pension

Enhanced maternity/paternity

Job summary

Vertu Motors is seeking a Fleet Administration Assistant to support the Group Fleet team in Gateshead. You will handle quotations, orders, stock and transport instructions to uphold service levels for key account customers.

You will work with the Senior support team, ensure accurate invoicing, and maintain compliance with SLA requirements. The role emphasizes IT literacy, planning and attention to detail, with progression opportunities and benefits.

Qualifications

• Minimum numeracy and literacy skills.
• Attention to detail and accuracy in all tasks.
• Strong planning and organising abilities.

Responsibilities

• Process quotes and input orders with accurate customer data.
• Ensure OTR, invoice and registration addresses are correct and complete.
• Provide customer updates and regular reports.
• Offer stock, prepare packs, and ensure timely availability to avoid delays.
• Coordinate deliveries, bookings, transport and PDI instructions.
• Process debtors, book transport, and upload required paperwork.
• Escalate issues to the General Manager when needed; inform the Key Account Manager of blocked orders.
• Maintain IT literacy and use Microsoft Excel.
• Demonstrate numeracy and literacy skills in daily tasks.
• Maintain attention to detail and strong planning and organising skills.

Skills

IT literacy

Numeracy

Attention to detail

Planning & organising

Tools

Excel

Job description

This is a vital position supporting the operations of the Group Fleet team.. The role holder will be responsible for supporting the key account customers and the Senior support team for fleet and ensuring the customer service level is upheld. The role holder must ensure to adhere to set processes and work within Lease co and public sector SLA requirements. The role will entail processing quotations, orders, updates, stock, transport/pdi instructions with clear visibility invoice pricing to prevent debtor issues, with a focus on supporting a great customer experience and cost management processes. As with all positions the above role is expected to uphold the highest ethical standards., The Main aspect of the role is to process the administration for the key account manager that has sold the unit to the customer, and pair in with them on the relationship for the customer. Day to day these are aspects of the job that may be covered. From time to time there may be changes in terms of which area you will focus on.

• Processing quotes
• Order input to Sales master and ensure OTR and Invoice, Reg address correct along with full specification for requirements.
• Customer updates/reports
• Stock offering, packs process, ensure stock is offered timely and not held up so that there's a prevention of fully paid stock
• Delivery calls, bookings, transport/pdi instructions to be secured
• Debtor process, booking transport, pdi, supporting process and uploading paperwork for debtors.
• All administration duties hold up's, challenges that need escalation, to be escalated to the General Manager. Any orders that cannot be placed should also be reported to the Key account manager involved in the customer management.
• IT Literacy including Microsoft packages including Excel
• Numeracy and Literacy Skills
• Attention to Detail and Accuracy
• Require strong planning and organising skills

We are proud to be the Motor Retailer who invests more in our colleague's personal development than any other, so if you are successful, you can look forward to on-going training opportunities that provide you with the right career path, career progression and a range of benefits you would expect from an employer of choice which includes:

• 25 days holiday rising with length of service - plus bank holidays
• Access to our online rewards platform giving you cash back and discounts for multiple retailers
• Preferential Service Rates
• Colleague Purchase Scheme
• Share Incentive Scheme
• Pension
• Enhanced Maternity and Paternity