Job Description

The main purpose of the role is to ensure that vehicle repairs are carried out as economically as possible whilst providing wide-ranging administrative support to our HR, Accounts and Technical Management Teams to ensure our fleet of circa 75 vehicles are maintained effectively and remain legally compliant.

The successful candidate will be responsible for:

• Continually drive down the cost of mechanical and bodywork vehicle repairs, especially prior to lease deals ending, to limit the counter charges made by the lease provider following the vehicles return
• Utilizing and updating the Tracker Quartix system to assist with day-to-day fleet management
• Preparing documentation for line managers to allow them to easily monitor and effectively performance manage drivers where speeding, inefficient driving styles, vehicle damage and long distance trips are observed
• Booking MOT’s, services, repairs and maintenance in close liaison with local Technical Management
• Interacting very closely with our HR function regarding all vehicle matters, especially private mileage cost recovery, tax and performance management issues
• Being the first point of contact (emergency assistance) for breakdowns, accidents etc., in order to provide advice and guidance to our drivers
• In Partnership with the Fleet Manager, maintain up to date records for each vehicle relating to lease deals, HP agreements, emissions, Class 1A NI, benefit in kind etc.
• Carrying out audits on vehicles to check safety features and bodywork damage (at head office), and to arrange the same at our other four sites, via local management staff
• Carrying out general electronic filing, ensuring all physical asset management records are organized, up to date, and easily accessible
• Preparation of management information and reports
• Working closely with our Fleet Manager, Accounts Team and HR Team to look for ways to minimize costs and increase profitability and efficiency

What We Can Offer You

The hours of work are 37.5 per week, Monday to Friday, 8 hours per day including a 30 minute unpaid break for lunch. Flexibility will be required with start and finish times, with some early starts/late finishes.

Required Knowledge, Skills, and Abilities

5 A – C grade GCSEs (or equivalent) including English Language and math. Previous administrative experience within a fleet management setting. Have knowledge of mechanical and bodywork vehicle repairs to ensure that a fair price is paid to garage(s) who undertake such on our behalf. Full driving license. Very strong communicator and negotiator – both verbally and written. Excellent planning and organization qualities. Very good personal skills to be able to liaise with all staff, including management, site staff and suppliers. Basic knowledge of vehicles and repairs. Understanding of HMRC rules regarding private mileage, P11d, BIK etc. Competent in the use of IT (especially Excel). A proactive ‘can do’ approach in managing situations and people effectively. Ability to work on own initiative and as a member of the team. Ability to retrieve statistical information and present it clearly and concisely.