Fleet Administrator
SMS Environmental
- Harwell, Oxfordshire
- £25,000-27,000 per year
- Permanent
- Full-time
- Coordinate provision of vehicles across UK wide company locations, liaising with managers and drivers to ensure the correct vehicles are provided at the right time and location.
- Keep vehicle records up to date, including inhouse database and fleet insurance schedule, accurately checking vehicle invoices monthly.
- Build key relations with leasing or rental companies to resolve vehicle issues.
- Clearly communicate with our insurance company regarding insurance claims and support drivers following any accidents, providing information to third parties where required.
- Liaise with nominated body shops to ensure vehicles are repaired and returned in optimum time, and any excess/VAT invoices are checked and settled.
- Provide support to drivers regarding the servicing and mechanical repair of vehicles and liaise with the Operations Team.
- Check and log vehicles for damage when delivered, returned and when swapped between drivers.
- Ensure vehicles are updated for Congestion charging and DART crossing auto pay systems where necessary.
- Partner with HR to allocate vehicles to new starters, assist with new drivers induction and ensure information is provided accurately in line with policies and best practice.
- Liaise with the tracker company and use tracker software as required; fitting / removing and obtaining new and replacement trackers within vehicles.
- Accurately monitor vehicles on tracker software; noting out of hours use, speeding incidents and reporting to managers
- Keep accurate records of incidents and accidents for Health and Safety purposes
- Respond to any public complaints regarding employee driving in a professional manner.
- Organise replacement vehicles, ensuring replacement dates are within good notice
- Provide tax information to drivers and company accountants in order to keep HMRC updated.
- Respond to direct and indirect notifications of fines, penalties and speeding advice letters, paying fines, challenging penalty notices, and managing employee / payroll correspondence
- Liaise with drivers to ensure personal mileage logs are provided on time to monthly payroll deadlines.
- Provide regular and ad hoc information and reports to management as required.
- Ability to build key stakeholder, supplier, and customer relationships
- Strong numerical skills, and ability to work with multiple costings / figures
- Strong team collaboration and communication skills
- Excellent written and verbal communication in English
- Full UK, manual Driving Licence
- A Level qualification or equivalent
- Fleet management experience
- Competitive salary
- Company Sick, maternity & paternity pay
- 30 days holiday including bank holidays
- Employee Assistance Plan including a 24/7 free confidential helpline
- Employee discounts and cashback savings across hundreds of your favourite high street brands, online shopping, holidays, and days out
- Extra bonus holiday for birthday on completion of 2 years’ service
- Health Care plan or equivalent cash plan on completion of 2 years service
- Cycle to work scheme
- Electric car scheme, through salary sacrifice
- Free Mortgage or Financial advice
- Support to gain further training and qualifications