Fleet & Operations Administrator

Cairn; Leinster; On-site; EUR 40,000 - 70,000; Full time

Benefits offered by this job

Performance related bonus

Pension scheme with matching

Full health insurance with Irish Life

Annual salary review

Maternity & paternity leave

Cairn annual leave days

Life assurance

Income protection

Employee Assistance Programme with VHI

Tax saver - travel and bike to work

Talent Development Programmes

Approved Profit Sharing Scheme (APSS)

Job summary

Cairn is seeking a highly competent and organised individual to join the expanding team in a fast-paced environment. Reporting to the Head of Building Services, you will coordinate day-to-day fleet operations and support plant activities across multiple sites in Ireland.

The role requires a minimum of 3 years in a similar position, strong multitasking ability, and proficiency with Microsoft Office. You will drive efficiencies by adopting new software and strengthening processes with internal

Qualifications

• Strong ability to multi-task in a fast-paced environment with attention to detail.
• Excellent communication across functional departments and with stakeholders.
• Ability to manage high volume of requests and maintain accuracy.

Responsibilities

• Coordinate fleet operations and maintain fleet compliance across the business.
• Manage designation and change of company vehicles with business sign-off.
• Be main point of contact for fleet queries from internal stakeholders, suppliers and insurers.
• Support information flow between third parties including insurers; liaise with Finance and HR on costs.
• Coordinate fleet maintenance schedules, mileage records, and risk management of leases.
• Produce regular fleet performance reporting and supplier SLA tracking.
• Coordinate BIK processes for new and existing employees and payroll alignment.
• Periodically audit fleet and mileage data; ensure accuracy.

Skills

Multi-tasking

Communication across departments

Team player

Self-motivated

Attention to detail

Tools

Microsoft Office

Job description

Cairn has a new and exciting opportunity for a highly competent and organised individual to join our growing team in a fast paced and dynamic working environment. Reporting to the Head of Building Services this role is responsible for the day-to-day co-ordination of all fleet operations including the evolution of management processes and supporting Plant activities

Key Responsibilities:

Typically, the candidate will be expected to undertake the following duties;

Fleet

• Management of company fleet compliance across the business including the maintenance of full fleet records.
• Responsible for the designation and change management of company vehicles, ensuring correct sign off from the business, and with a commercial mindedness.
• Be the main point of contact for all fleet queries with internal stakeholders, suppliers and insurers.
• Provide support through the management of information between relevant third parties including insurers.
• Ensure accidents and incident notification and administration are completed and relevant parties are notified.
• Ensure coordination for fleet scheduled maintenance activities, including reoccurring mileage recording and risk management of lease agreements, actioning as required.
• Producing regular reporting on the overall performance and status of the fleet, including tracking and reporting on Supplier performance against service level agreements.
• Coordinates the BIK process for new and existing employees and ensures Finance, HR and all relevant parties are informed of any changes relating to BIK to be processed through payroll.
• Periodic auditing of fleet and mileage including but not limited to mileage checks, fuel checks, BIK calculations.
• Develop and implement new system or fleet management protocols to enhance the efficiency and benefit to the company, tying in with internal stakeholder to ensue process alignment with the business trajectory

Plant

• Liaison with site points of contact to collate inventory list of all plant and equipment, including site accommodation & welfare facilities on current asset list across all sites.
• Support the preparation of monthly plant reports (WOWs, fleet) to identify KPIs and monthly updates and present to relevant team / stakeholders.
• Injunction with the plant team support the evolving of plant management procedures

Other

• Lead the adoption of new software systems to increase efficiency- to ensure all Fleet and plant items can be accurately tracked.
• Support systems users as required.
• Liaise with Finance and commercial team on a monthly basis to ensure costs and charges are accurately applied to each respective site

The successful candidate;

• Minimum 3 years’ experience in a similar role.
• A strong ability to multi-task in a fast-paced environment where relationships, organisation, and a high attention to detail is required
• Someone who has managed company cars, equipment, plant, managing inventory etc. will be an advantage
• Experience managing high-volume of requests
• Proficient in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
• Self-motivated team player but with the ability to work on one’s own initiative
• Ability to communicate across functional departments and work to deadlines
• Enthusiastic and willing to learn and improve ways of working

Working with Cairn Homes:

At Cairn, we believe it is essential that our employees feel valued and appreciated. We therefore offer above industry average remuneration packages with a comprehensive benefits portfolio that’s ready to support you for whatever life brings.

We are delighted to offer a suite of benefits when you join Cairn which include

• Performance related bonus
• Pension scheme with matching contributions
• Full health insurance with Irish Life health
• Annual salary review
• Paid maternity & paternity leave
• Free Cairn annual leave days
• Life assurance
• Income protection
• Employee Assistance Programme with VHI
• Tax saver - travel and bike to work
• Talent Development Programmes
• Approved Profit Sharing Scheme (APSS)

The Cairn purpose is to build sustainable communities where people can thrive.

At Cairn, it’s not what we build, it’s why we build. It’s about putting down a marker that will stand for generations to come. Creating new communities of connection and belonging for an Ireland where people can thrive. Reshaping, redefining, reinvigorating our place in the world. Building for people, progress, and potential.

Because when Cairn build, it’s Built For Good.