Fleet Administrator

Location: Humber View
Salary: £28,000
Working Hours: Monday to Friday (Office Hours)
Reports to: Office & Corporate Manager

Role Purpose

To manage and coordinate all company vehicles across the business, ensuring full compliance, cost control, and operational availability to support both field and office-based teams.

This role is key to maintaining efficient operations by minimising vehicle downtime, ensuring legal compliance, and providing accurate reporting on fleet performance and costs.

Key Responsibilities

Fleet Coordination & Asset Management

Maintain a centralised fleet register (vehicles, allocation, location, status)
Coordinate vehicle allocation across teams and sites
Support onboarding and offboarding of vehicles (new orders, returns, disposals) Maintenance & Compliance

Schedule and track:
MOTs
Servicing
Repairs
Inspections
Ensure all vehicles remain fully compliant with:
DVLA regulations
Insurance requirements
Company policies
Proactively monitor and escalate any compliance risks Cost Management & Reporting

Track and report on:
Fuel usage
Maintenance costs
Lease/hire costs
Repair spend
Produce regular reports highlighting:
Cost per vehicle
Downtime
Utilisation trends
Identify cost-saving opportunities and inefficiencies Fuel & Usage Monitoring

Manage fuel cards and usage tracking
Investigate anomalies or unusual spend
Support initiatives to improve fuel efficiency Driver Compliance Support

Support driver compliance processes and documentation
Act as a point of contact for vehicle-related queries Incident & Insurance Management

Log and manage vehicle incidents
Liaise with insurers and repair providers
Track claims through to resolution Supplier & Stakeholder Management

Liaise with:
Garages and service providers
Lease companies
Breakdown services
Work closely with:
Operations / Field Teams
Finance
HR / Compliance

Skills & Experience Required

Essential

Strong organisational and coordination skills
High attention to detail (compliance-critical role)
Good Excel and data tracking capability
Ability to manage multiple priorities and deadlines
Strong communication skills across teams Desirable

Experience in fleet or vehicle administration
Understanding of compliance and legal requirements
Experience with reporting tools (Excel / Power BI)

Success Measures (KPIs)

Zero missed compliance deadlines (MOT, insurance, servicing)
Reduction in vehicle downtime
Improved cost visibility and control
Accurate and timely reporting
Positive feedback from vehicle users