Fleet Administrator in Trowbridge

We are looking for a Fleet Administrator to oversee the management and co-ordination of our fleet of company cars ensuring operational efficiency, compliance, and cost-effectiveness. The Fleet Administrator is responsible for efficient day-to-day management and coordination of our company car fleet. This role ensures that all vehicles are well-maintained, compliant with regulations, and operating cost-effectively. Working closely with employees, service providers, and colleagues from other departments, the Fleet Administrator plays a critical role in supporting employees, reducing operational risk, and maintaining fleet performance. This role is crucial to continue our award-winning transition towards Net Zero with the introduction of our salary sacrifice scheme for staff to purchase an EV. You will have an exceptional passion for delivering customer service to your internal customers. Part time, minimum 25 hours per week, across 5 days per week.

Responsibilities

• Vehicle acquisition and management: Assist employees with the procurement of company vehicles (excluding commercial vehicles) via our fleet provider, based on employee preference, availability, budget and compliance with company policy. Manage the company salary sacrifice scheme for EVs. Maintain a current inventory of all vehicles including make, model, year, VIN, registration, and status using the Fleetio application. Coordinate vehicle leasing, purchasing, and disposal processes in compliance with company policy with our fleet provider. Track warranty details and ensure warranty services are utilised when applicable. Provide advice and assistance to car drivers on how to deal with accident damage (which is resolved in house). Provide advice and assistance to car drivers on how to deal with the fleet provider for any vehicle maintenance requests and malfunctions.
• Driver administration: Coordinate driver onboarding, training programs, and vehicle handovers. Maintain comprehensive driver files. Work with HR to monitor license expiration dates and re-certifications.
• Insurance, incident management, penalty charge notices and driver fines: Ensure all vehicles are properly insured and documentation is up to date. Manage insurance renewals, claims, and coordination with insurance providers in the event of accidents. Maintain records of damage, liability claims, and repairs related to incidents. Assist with the processing and administration of penalty charge notices and driver fines from the vehicle fleet (both company car and commercial vehicles). This will include confirmation of the identity of the driver and following a process to ensure that fines are paid and where applicable deductions made from the employee’s salary.
• Supplier coordination: Establish and maintain relationships with vehicle suppliers, maintenance shops and insurance providers. Provide assistance to drivers to obtain and evaluate quotes for vehicle repairs, parts, or services. Manage service level agreements (SLAs) with our fleet provider to ensure quality and timely delivery, and highlight when these SLAs are not being met.
• Support and communication: Act as the first point of contact for internal departments regarding company car / salary sacrifice inquiries or support. Communicate with drivers and managers about changes in policies, vehicle availability, or service schedules. Provide excellent service by ensuring quick resolution to issues and clear communication channels.

Please note this role does not look after commercial vehicles, such as Wiltshire Farm Foods delivery vans.

Qualifications/Personal Qualities

• Essential: Excellent computer skills, including Microsoft Word, Excel and database entry. Excellent organisational skills. Effective written and verbal communication skills. Good communication and interpersonal skills. Strong attention to detail and accuracy in record-keeping. High level of confidentiality and professionalism. Knowledge of relevant regulations and safety standards. Full UK manual driving licence.
• Desirable: Previous experience as a Fleet Administrator or in a similar role, managing a fleet of vehicles. Previous knowledge of fleet management software and tools. Knowledge of vehicle compliance regulations (e.g., MOT, road tax, insurance, DVSA). Experience with environmentally sustainable fleet practices.

Company Benefits

• Competitive salary – accredited Living Wage employer
• 25 days holiday per year, plus bank holidays (pro rata)
• Option to purchase up to 5 additional days holiday per year
• Discretionary annual bonus scheme
• Pension scheme - employer matched contributions up to 4%
• Life assurance scheme worth at least 1x annual salary
• Subsidised canteen
• Free parking
• Free turkey or voucher at Christmas
• apetito perks scheme including salary sacrifice options and retail discounts

Our Values

As a family-owned business, we take great pride in being a company that makes a real difference and is dedicated to creating outstanding meals to be proud of. We develop a range of products designed to enhance health and well-being for all our customers. We are driven by a passion for service and dedicated to feeding some of the UK’s most vulnerable people. We proudly support British food and farming, focusing on using the best ethical and sustainable produce in alignment with our goal to reach Net Zero by 2040. Our ethical standards are recognised by the ETI and we are an accredited Living Wage employer. We embrace inclusion, empowering individuals from diverse backgrounds. Our commitment to making a real difference extends to customers, communities, and staff and we're on a mission to build an inclusive workplace where everyone reaches their full potential.