UK Rail Support Co-ordinator

Freightliner Group Ltd; Crewe; On-site; GBP 32,000 - 46,000; Full time

Benefits offered by this job

Final salary pension

Maternity/Paternity Pay

Training and development

Job summary

Heavy Haul Rail in the UK is hiring a UK Rail Support Co-ordinator to join our busy team. You will handle fleet administration, procurement and employee services, plus facilities and general business support.

You’ll produce weekly fleet reports, manage supplier records, support onboarding with PPE and Oyster cards, and coordinate travel arrangements. The role offers training and development within a growing, purpose‑driven freight business.

Qualifications

• Experience in admin, fleet, procurement or business support roles.
• Strong organisational skills and the ability to manage multiple priorities.
• Excellent attention to detail and accuracy when maintaining records.
• Experience with purchasing, expenses or fleet management systems.
• Experience within transport, logistics, rail or fleet management environments would be advantageous.

Responsibilities

• Produce weekly fleet reports for the Executive Team.
• Manage records for lease vehicles, short-term hires, fuel cards and vehicle exchanges.
• Monitor vehicle tracking systems and report on metrics (speeding, idling, compliance).
• Coordinate driving licence checks and supplier records.
• Manage tolls, congestion charges, fines and driver infringements.
• Support vehicle off-hire processes and ad-hoc hires.
• Assist with company car administration and fuel card management.
• Raise purchase orders and ensure invoices are coded and processed.
• Audit taxi invoices and monitor expenditure.
• Manage company credit card and expenses coding in Concur.
• Maintain supplier and product records.
• Support onboarding with PPE, fuel cards, Oyster cards and equipment.
• Maintain PPE records and staff databases.
• Manage Freight Duty Card applications and renewals.
• Produce employee ID badges and manage leaver processes.
• Coordinate safety communications and document distribution.
• Arrange facilities maintenance and manage compliance records.
• Order mobile phones and manage contact lists.

Skills

Fleet administration

Procurement

Employee services

Facilities management

Excel

Microsoft Office

Education

Experience in admin, fleet, procurement or business support roles

Tools

Excel

Procurement systems

Job description

Together, we move what matters We are at the start of something powerful. Heavy Haul Rail was created with a simple but transformative belief: the UK deserves a smarter, cleaner, more resilient freight future. And we have the opportunity to build it. Every role in this business carries purpose. Whether you work in operational delivery, driving trains, engineering, or business support, the work you do contributes directly to reducing emissions, easing road congestion, strengthening supply chains and powering British industry. This is meaningful work, with real impact. Previously operating as Freightliner’s Heavy Haul business, we are now an independent company following CMA CGM Group’s acquisition of Freightliner UK’s Intermodal Logistics business in January 2026. Heavy Haul Rail is the UK’s next-generation rail freight partner built for a sector ready to evolve. We believe it’s time to move differently. Congested roads, rising emissions, fragile supply chains. These aren’t just logistical challenges; they’re environmental and economic wake‑up calls. We’re here to lead the modal shift, helping businesses transition from road to rail with confidence, clarity, and measurable impact. We move 17 million tonnes of freight a year for customers in the industrial, energy and construction markets. The company operates 95 locomotives and over 1000 wagons. Heavy Haul Rail’s team of 950 supports customer deliveries to over 100 locations across the UK, running 250 trains per week. Heavy Haul Rail also supports the renewal and maintenance of the rail infrastructure and supports passenger train operators and rolling stock companies, including the provision of drivers and route conducting services. But none of this happens without us, its people. We're looking for a highly organised and proactive UK Rail Support Co‑ordinator to join our team.

What You’ll Do

• Fleet Administration
  • Producing weekly fleet reports for the Executive Team.
  • Managing records for lease vehicles, short-term hires, fuel cards and vehicle exchanges.
  • Monitoring vehicle tracking systems and reporting on key metrics including speeding, idling and compliance.
  • Coordinating driving licence checks and maintaining accurate supplier records.
  • Managing toll payments, congestion charges, fines and driver infringements.
  • Supporting vehicle off-hire processes and arranging ad hoc vehicle hires.
  • Assisting with company car administration and fuel card management.
• Procurement & Financial Administration
  • Raising purchase orders through the procurement system.
  • Ensuring invoices are correctly coded and processed.
  • Auditing taxi invoices and monitoring expenditure.
  • Managing company credit card and expenses coding through Concur.
  • Maintaining supplier and product records.
• Employee Services
  • Supporting onboarding by coordinating PPE, fuel cards, Oyster cards and other operational equipment for new starters.
  • Maintaining PPE records and staff databases.
  • Managing Freight Duty Card applications and renewals.
  • Producing employee ID badges.
  • Supporting the leaver process to ensure company assets are returned.
  • Coordinating safety‑critical communications and business‑wide document distribution.
• Facilities & General Business Support
  • Arranging facilities maintenance services such as electricians and plumbers.
  • Maintaining facilities compliance and inspection records.
  • Ordering mobile phones and managing contact lists.
  • Processing prescription safety glasses requests.
  • Assisting with hotel and rail travel bookings.
  • Supporting operational teams and undertaking additional duties as required.

This post is subject to standard pre-employment checks including employment references, medical & D&A screening, and successful DBS background checks.

What We’re Looking For

• Previous experience in an administrative, fleet, facilities, procurement or business support role.
• Strong organisational skills and the ability to manage multiple priorities.
• Excellent attention to detail and accuracy when maintaining records.
• Experience working with purchasing, expenses or fleet management systems.
• Strong communication and relationship-building skills.
• Confidence using Microsoft Office applications, particularly Excel.
• The ability to work independently while collaborating effectively across teams.
• Experience within transport, logistics, rail or fleet management environments would be advantageous but is not essential.

Why Join Us?

Here, you’re not one small part of a big machine. You’re a key contributor with national significance and real-world impact.

As part of Heavy Haul Rail, you can expect:

• Purpose that matters. Your work contributes to a cleaner, more efficient freight industry.
• Opportunity to shape what’s next. We’re new, agile and ready to do things differently, your ideas help build our future.
• A team that moves forward together. Collaboration, respect and shared ambition define how we work.
• A commitment to excellence. We deliver with pride, precision and professionalism.
• Room to grow. Your development fuels our momentum.

Our values

• Make Every Mile Matter: We act with intention and responsibility, knowing our work shapes a cleaner, stronger future for the UK.
• Build Boldly: We use our entrepreneurial spirit to challenge legacy thinking and design better ways forward, for our customers, our industry and each other.
• We move as one: We collaborate with trust, respect and shared momentum, because progress is a team sport.
• Deliver with certainty: We stand behind our work. We’re reliable, precise and accountable in everything we do.
• Fuelling The Future: We invest in our people and our potential, championing learning, curiosity and continuous improvement.

Benefits

• Competitive pay
• Fantastic final-salary pension scheme after an initial qualifying period
• Enhanced maternity & paternity pay
• Opportunities for ongoing training and development.
• Access to the company's life assurance scheme
• A range of benefits to make your own so you can get the most of your work and home life which will also help save you money and hassle. From reimbursement on health treatments, to savings on new cars.

For queries contact [e-mail]