Interim Fleet Administrator

Michael Page; Oldham; Hybrid; GBP 25,000 - 31,000; Full time

Job summary

A not-for-profit organisation in Oldham is seeking a Fleet Administrator to maintain accurate fleet, vehicle and driver records, ensure compliance with MOTs, servicing schedules, licences and other deadlines. You will produce reports using fleet systems and Excel, coordinate maintenance, supplier activities and insurance claims, and support data management.

This role offers hybrid working (3 days in office, 2 days from home), a permanent contract, and a salary around £28k–£32k depending on

Qualifications

• Proven experience in fleet administration, fleet coordination, and compliance management.
• Advanced proficiency in Microsoft Office applications, particularly Excel, including formulas, VLOOKUP/XLOOKUP, pivot tables and data analysis techniques.
• Experience maintaining accurate compliance records, databases, and management information systems.
• Strong organisational and administrative skills with attention to detail and accuracy.
• Demonstrated ability to handle confidential information per data protection requirements.
• Sound knowledge of road traffic legislation, driver compliance, and fleet governance practices.
• Proven track record of delivering customer service and stakeholder relationships.
• Ability to work methodically, follow procedures, and accurately record and update data.
• Experience processing confidential information with data protection understanding.
• Skilled in responding to customer enquiries via telephone, email, written correspondence, and in person.
• Experience using IT systems and databases to generate reports, analyse data, monitor performance and produce management information.
• Strong verbal and written communication skills to engage with stakeholders.
• Ability to prioritise workloads and manage deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills to identify issues and solutions.

Responsibilities

• Maintained accurate fleet, vehicle, and driver records to ensure compliance with company policies and relevant legislation.
• Monitored vehicle compliance requirements, including MOTs, servicing schedules, inspections, licences, and other statutory deadlines.
• Produced fleet performance, compliance, and management reports using fleet management systems and Microsoft Excel.
• Coordinated vehicle maintenance, repairs, supplier activities, and insurance claim processes to minimise operational disruption.
• Managed driver licence verification processes, identifying and escalating compliance concerns where necessary.
• Monitored telematics data and vehicle tracking systems to identify operational issues, regulatory breaches, and non-compliance.
• Supported vehicle procurement, allocation, replacement, and disposal processes across the fleet.
• Developed, maintained, and monitored fleet databases, systems, registers, and records to ensure accurate data management and reporting.
• Reviewed driver performance and compliance information, escalating policy or regulatory breaches to management as appropriate.
• Raised and processed purchase orders for fleet-related expenditure, ensuring costs were allocated and within budget.
• Conducted audits of vehicle damage, safety concerns, and compliance issues, coordinating corrective actions and insurance claims.
• Responded to written, electronic, and telephone enquiries, ensuring high levels of customer service and adherence to service standards.
• Escalated driving-related regulatory and legal compliance issues to management and relevant internal stakeholders in a consistent, professional manner.
• Conducted regular driver licence checks through authorised verification systems to ensure ongoing eligibility and compliance.
• Assisted in continuous improvement of fleet processes, controls, and reporting mechanisms to support operational efficiency and compliance objectives.

Skills

Fleet administration

Data analysis

Attention to detail

Stakeholder communication

Confidential information handling

Tools

Excel

Fleet management systems

MS Office

Job description

Client Details

This not-for-profit organisation is based in Oldham.

Description

• Maintained accurate fleet, vehicle, and driver records to ensure compliance with company policies and relevant legislation.
• Monitored vehicle compliance requirements, including MOTs, servicing schedules, inspections, licences, and other statutory deadlines.
• Produced fleet performance, compliance, and management reports using fleet management systems and Microsoft Excel.
• Coordinated vehicle maintenance, repairs, supplier activities, and insurance claim processes to minimise operational disruption.
• Managed driver licence verification processes, identifying and escalating compliance concerns where necessary.
• Monitored telematics data and vehicle tracking systems to identify operational issues, regulatory breaches, and non-compliance.
• Supported vehicle procurement, allocation, replacement, and disposal processes across the fleet.
• Developed, maintained, and monitored fleet databases, systems, registers, and records to ensure accurate data management and reporting.
• Reviewed driver performance and compliance information, escalating policy or regulatory breaches to management as appropriate.
• Raised and processed purchase orders for fleet-related expenditure, ensuring costs were accurately allocated and remained within budget.
• Conducted audits of vehicle damage, safety concerns, and compliance issues, coordinating corrective actions and insurance claims where required.
• Responded to written, electronic, and telephone enquiries, ensuring high levels of customer service and adherence to agreed service standards.
• Escalated driving-related regulatory and legal compliance issues to management and relevant internal stakeholders in a consistent, professional, and impartial manner.
• Conducted regular driver licence checks through authorised verification systems to ensure ongoing eligibility and compliance.
• Assisted in the continuous improvement of fleet processes, controls, and reporting mechanisms to support operational efficiency and compliance objectives.

Profile

• Proven experience in fleet administration, fleet coordination, and compliance management.
• Advanced proficiency in Microsoft Office applications, particularly Excel, including the use of formulas, VLOOKUP/XLOOKUP functions, pivot tables, and data analysis techniques.
• Experience maintaining accurate compliance records, databases, and management information systems.
• Strong organisational and administrative skills, with exceptional attention to detail and accuracy.
• Demonstrated ability to handle confidential and sensitive information in accordance with data protection requirements and organisational policies.
• Sound knowledge of road traffic legislation, driver compliance requirements, and fleet governance practices.
• Proven track record of delivering excellent customer service and building positive relationships with internal and external stakeholders.
• Ability to work methodically, follow established procedures, and accurately record, maintain, and update data and information.
• Experience processing and managing confidential information, with a strong understanding of data protection principles and regulatory requirements.
• Skilled in responding to customer enquiries professionally and effectively via telephone, email, written correspondence, and face-to-face interactions.
• Experience using IT systems and databases to generate reports, analyse data, monitor performance and produce management information.
• Strong verbal and written communication skills, with the ability to present information clearly and engage effectively with a range of stakeholders.
• Ability to prioritise workloads, manage competing deadlines, and maintain high standards of accuracy in a fast-paced environment.
• Strong analytical and problem-solving skills, with the ability to identify issues, investigate discrepancies, and recommend appropriate solutions.

Job Offer

• Permanent equivalent of £28,244..
• Temporary contract with the opportunity to gain valuable experience in the not-for-profit sector.
• Hybrid working - 3 days office 2 days from home.
• Free onsite parking.

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