UK Rail Support Co-ordinator

Heavy Haul Rail Limited; Crewe; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Competitive pay

Final-salary pension scheme

Enhanced maternity & paternity pay

Ongoing training and development

Life assurance scheme

Job summary

Heavy Haul Rail Limited seeks a UK Rail Support Co-ordinator to provide essential administrative and coordination support across fleet management, procurement, facilities and employee services.

The role involves producing fleet reports, managing vehicle records, onboarding staff, handling PPE and travel arrangements, and maintaining supplier records. Strong organisational skills and proficiency with Excel are key, with DBS checks and pre-employment screenings part of the process.

Qualifications

• Previous experience in administrative, fleet, facilities, procurement or business support role.
• Strong organisational and multi-tasking abilities.
• Attention to detail and record-keeping accuracy.
• Experience with purchasing, expenses or fleet management systems.
• Proficient in Microsoft Office, especially Excel.
• Ability to work independently and collaboratively.

Responsibilities

• Fleet Administration: produce reports, manage vehicle records, monitor metrics and supplier records.
• Employee Services: onboarding support, PPE, ID badges and leaver processes.
• Facilities & General Business Support: arrange maintenance, manage mobility and travel bookings.

Skills

Organisational skills

Attention to detail

Communication

Excel

Tools

Concur

Job description

We're looking for a highly organised and proactive UK Rail Support Co-ordinator to join our team. This is a varied and fast-paced role that sits at the heart of our operational support functions, providing essential administrative and coordination support across fleet management, procurement, facilities and employee services.

If you enjoy managing multiple priorities, building strong relationships and ensuring things run smoothly behind the scenes, we'd love to hear from you.

What You’ll Do

You'll play a key role in supporting the day-to-day operation of our fleet and business support activities, including:

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.
• 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.

What We’re Looking For

You'll be a highly organised administrator with excellent attention to detail and a proactive approach to problem solving.

We're particularly interested in candidates with:

• 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.

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

Our people are our most important asset. We strive to empower our employees, ensuring they are trained and competent, fit for work, always informed, and completely engaged in our culture that places safety and wellbeing firmly at the heart of everything we do.

We are looking for the most committed and reliable individuals who possess the knowledge, skills and experience needed for their roles. In return we can offer considerable career progression, and a rewarding career in an award-winning team alongside:

• 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.

We know where we’re heading. We know why it matters. Now, it’s time to move, to make it real, together.