Group Fleet Administrator - Rainham, Havering

Adler & Allan; Rainham; Hybrid; GBP 21,000 - 27,000; Full time

Job summary

Adler & Allan is seeking a dedicated Fleet Administration Assistant to provide comprehensive admin support to the busy fleet department. The role combines homebased work with occasional days at the Rainham office for the Fleet Department.

You’ll enter fleet data, maintain Fleetwave, prepare monthly reports, and handle invoices and queries with strong attention to detail and punctuality.

Qualifications

• Excellent administration skills.
• Busy fleet office experience is advantageous.
• Strong written and verbal communication.
• Experience with Excel Pivot Tables and VLOOKUP helpful.
• Data monitoring and analytical skills.
• Ability to work with minimal supervision.

Responsibilities

• Enter fleet documentation into Fleetwave vehicle database.
• Administer Fleetwave for vehicle compliance.
• Assist with monthly reports.
• File paperwork and forward invoices to head office.
• Handle ad hoc email and phone queries.
• Monitor vehicle hire/lease accounts.
• Manage tracking system.
• Arrange online vehicle taxation.
• Book MOT/ADR and driving licence checks.
• Order fuel cards and manage accounts.
• Manage Bridgestone Tyre account.
• Process PCN/NIP and RTC claims.
• Book hire vehicles and administer accounts.
• Administer MID and related fleet accounts (Dart Charge & London Congestion Charge).
• Assist with customer audits/meetings.
• Maintain company operators licences.
• Perform other ad-hoc duties as required.

Skills

Administration skills

Fleet office experience

Communication

Report writing

Excel (Pivot Tables)

Data monitoring

Independent working

Job description

Company Description

Job purpose

To provide dedicated, effective administrative support to the busy fleet department. To collect, collate and record all fleet related documents and invoices.

Hours of work

Usual hours of work are 8:30am to 5:00pm Monday to Friday with a 60 minute unpaid break for lunch. Although the role is homebased, some attendance to the Rainham office / Fleet Department will be required.

The post holder will be required to dedicate sufficient time to ensure all tasks are completed to a high standard and may be required to work outside of contractual hours.

Key tasks and responsibilities

To provide the fleet department with full administrative support including but not limited to-

• Data entry of fleet documentation onto Fleetwave vehicle database
• Administration of Fleetwave database to ensure vehicle compliance
• Assist with formulation of monthly reports
• Filing paperwork and forwarding invoices to head office in a timely manner
• Ad hoc email and phone queries.
• Monitoring of vehicle hire/lease accounts
• Tracking system management
• Online vehicle taxation
• MOT/ADR bookings
• Processing driving Licence checks and maintaining company account
• Ordering fuel cards and maintaining account
• Management of Bridgestone Tyre account
• PCN/NIP Processing
• RTC claim management
• Booking of hire vehicle and administering account
• Administration of MID
• Administration of fleet related accounts EG Dart Charge & London Congestion Charge
• Assist with relevant customer audits / meetings with outside agencies.
• Maintenance of company operators licences
• Any other administrative duties that may be required on an ad-hoc basis.

Health and safety

It is your contractual duty to follow Health and Safety instructions issued by the Company, and to take reasonable care for the health and safety of yourself and other persons who may be affected by your acts or omissions at work.

Qualifications

Knowledge & experience

• Excellent administration skills.
• Previous experience of a busy, fast paced Fleet office environment will be a distinct advantage to the post holder.
• Excellent communication skills; written and verbal.
• Report writing skills, using Microsoft applications.
• Excel knowledge Pivot Tables and V lookup
• Data monitoring and analytical skills.
• Proven ability to operate independently with minimum supervision.

Additional Information

Adler and Allan are committed to fostering diversity and inclusion in our workplace. We proudly embrace equal opportunities for all applicants, regardless of race, colour, religion, sex, sexual orientation, gender identity or national origin. If you require any support with your application, whatever the circumstance, please let us know.