Fleet Administrator

As the Fleet Associate - Admin, you are the backbone of our vehicle operations. Your primary mission is to ensure that our fleet is fully compliant, legally documented, and that all vehicle related costs are accurately tracked. You are a highly organised administrator who thrives on keeping records up to date and resolving issues from insurance claims to parking fines with speed and precision.

Responsibilities

Act as the primary lead for all incoming traffic fines and PCNs; Identify the responsible driver for each contravention and raise the appropriate recoup charges in our internal systems; Ensure all appeals or payments are actioned within the required legal timeframes to avoid late fees; Coordinate the end-to-end administration for vehicle accidents and insurance claims; Gather evidence, photos, and statements to submit to our insurers and follow up until each case is closed; Maintain a zero-error digital archive for all vehicle documents, including V5Cs, MOTs, service records, insurance certificates and invoices; Monitor expiration dates to ensure no vehicle is dispatched without valid tax, insurance, or safety certification; Manage the administrative workflow for bringing new vehicles into the fleet and removing decommissioned units; Ensure all tracking hardware and vehicle specific documents are assigned or recovered correctly; Oversee the fleet department’s central inbox, providing professional and timely responses to drivers, partners, and local authorities; Act as the point of contact for external vendors regarding vehicle status and maintenance updates

Requirements

Take pride in a clean inbox and a perfectly updated spreadsheet; Notice the smallest details that others might miss; Write clear, professional emails to local councils and handle firm but fair communication with drivers regarding fines or damages; Comfortable managing a high volume of repetitive tasks and can stay focused on accuracy even during busy periods; Proficient with Google Sheets/Excel and quick to learn new internal databases and fleet management software

Benefits

Dynamic working environment with a diverse and driven team; Huge opportunity for learning in a high growth environment, with progression opportunities based on success in the role; 25 days of holiday allowance plus public holidays; 1 Birthday Day Off + 2 Tenure-Based Additional Days Off; Subsidised Private Medical Insurance including dental, vision & mental health therapy; Bi-annual performance reviews and tailored development plans; Annual compensation review; Team lunch provided once a week; Quarterly team socials and annual sports day (HIVED Olympics); Enhanced maternity/paternity/adoption policy as day 1 right; Community volunteer days; Cycle to work scheme; Dog friendly office and depots; MacBook Air or Windows Laptop (depending on your preference)