Group Fleet Administrator

JOB TITLE: Group Fleet Administrator EMPLOYING ENTITY: FWG EMPLOYMENT BASIS: Permanent LOCATION: Gloucester HOURS OF WORK: 9.00am – 5.00pm Mon-Fri 40 hours per week PURPOSE OF ROLE: To ensure the efficient, cost-effective, and compliant operation of a company’s vehicle fleet supporting uninterrupted business operations and minimising downtime or risk. JOB DEFINITION: Responsible for coordinating and managing the daily operations of FWG’s vehicle fleet, ensuring compliance with regulations, optimising vehicle usage, and maintaining accurate records. The role supports operational efficiency through managing third parties, scheduling maintenance where required, managing documentation, and liaising with drivers, service providers, and insurers. RESPONSIBILITIES: * Deliver fleet strategy as defined by the Leadership team. * Coordinate and manage the day-to-day operations of the group’s vehicle fleet. * Maintain accurate records of vehicle registration, insurance, service schedules, and compliance with relevant regulations. * Maintain accurate records for all third-party toll/surcharge services and process any penalty/fine charges. * Monitor vehicle usage, fuel consumption, and mileage logs to ensure efficient use and cost control. * Schedule and track regular maintenance and repairs to minimise downtime and prolong vehicle lifespan. * Assist in the procurement and disposal of fleet vehicles as per company policies. * Ensure all vehicles meet legal, safety, and environmental standards. * Liaise with insurance companies regarding coverage, renewals, and claims. * Maintain relationships with vendors, garages, and leasing companies. * Support drivers with issues related to vehicles, including breakdowns, accidents, or fines. * Generate regular reports on fleet performance, driver behaviour, and KPIs for management review. * Implement and enforce company policies regarding vehicle usage and driver conduct. * Assist in budgeting and forecasting for fleet-related costs. KNOWLEDGE AND SKILLS: * Essential: Driving license * Numeracy skills – to manage budgeting and operational cost management for fuel, maintenance, and repairs. * Strong communication skills – to liaise effectively with drivers, vendors, insurers, and internal departments. * Problem-solving ability – especially in handling breakdowns, delays, or logistical issues. * Tech proficiency – comfortable to learn and manage fleet management software, MS Excel, GPS tracking tools, and databases. * Knowledge of transport regulations – including road safety, licensing, and vehicle compliance laws. PERSON SPECIFICATION: * GCSE Maths minimum Grade C/4 * Must be customer service minded – with a positive, helpful & supportive nature. * High attention to detail and accuracy. * Strong organisational skills. * Competent in using Microsoft Office and other reporting tools. * Proactive and self-motivated. * Calm and confident under pressure. * Ethical, responsible, and committed to continuous improvement. * Strong interpersonal skills