Fleet Manager

Job Title: Fleet, Facilities & Compliance Manager

Location: Hayes, Middlesex

Salary: £45,000–£55,000 per annum, dependent on experience

Type: Permanent, Full-Time

Benefits: Company vehicle

Overview

We are looking for an experienced Fleet, Facilities & Compliance Manager to take ownership of the day-to‑day management of a company fleet of approximately 100 vehicles, alongside facilities maintenance and health and safety administration.

Key Responsibilities

Fleet Management & Administration

• Manage the full vehicle lifecycle, including acquisitions, allocations, de-allocations, sales and disposals.
• Maintain accurate vehicle records and central control of vehicle keys.
• Administer fleet breakdown policies and fuel card accounts.
• Review monthly fuel transactions, investigate anomalies and report discrepancies.
• Maintain MOT, servicing and repair schedules, arranging bookings and coordinating vehicle movements.
• Ensure all maintenance, service and repair records are accurate and up to date.
• Coordinate accident and breakdown responses, including recovery, repairs and insurance claims.
• Monitor fleet expenditure, recurring defects and unnecessary costs.
• Oversee vehicle allocations and driver‑related documentation.

Fleet Safety & Vehicle Checks

• Oversee company vehicle inspections and planned fleet checks.
• Ensure defects are recorded, investigated and followed through to resolution.
• Immediately escalation safety‑critical defects and ensure affected vehicles are not used until repaired.
• Monitor driver and vehicle checks, following up on overdue inspections.
• Liaise with operational managers regarding vehicle damage, roadworthiness and driver compliance.

Handyman & Facilities Management

• Directly supervise the company handyman, managing workloads and prioritising tasks.
• Schedule, allocate and monitor maintenance jobs, ensuring work is completed to the required standard.
• Review completed job cards, vehicle inspection forms and supporting records.
• Oversee general repairs and maintenance across company premises.
• Arrange specialist contractors where required.
• Monitor work quality, productivity and outstanding maintenance issues.
• Address performance concerns and provide regular feedback.

Health & Safety Compliance

• Coordinate the day-to‑day administration of company health and safety procedures.
• Act as the main internal contact for external health and safety advisers.
• Ensure accidents, incidents and near misses are recorded, investigated and followed up.
• Coordinate risk assessments and method statement reviews.
• Maintain accurate and up‑to‑date compliance documentation.

Systems, Reporting & Improvements

• Review existing fleet, facilities and health and safety records, identifying gaps and areas for improvement.
• Develop and implement effective systems for fleet management, maintenance scheduling and compliance tracking.
• Produce monthly management reports covering fleet performance, vehicle defects, accidents, fuel costs, handyman workload and compliance.

Skills & Qualifications

Essential:

• Previous experience in fleet management, facilities management or a similar operational management role.
• Experience managing a large vehicle fleet, ideally 75–100+ vehicles.
• Strong organisational and administrative skills with excellent attention to detail.
• Good understanding of vehicle maintenance, MOTs, servicing, repairs and breakdown management.
• Experience coordinating contractors, suppliers and maintenance schedules.
• Strong IT skills, particularly Microsoft Excel and record management systems.
• Good understanding of health and safety compliance and documentation.
• Experience managing staff and overseeing workloads.

Desirable:

• Experience managing CHAS and SafeContractor accreditations.
• IOSH or NEBOSH qualification.
• Experience managing fuel cards, fleet insurance and breakdown policies.
• Previous experience coordinating accident investigations and insurance claims.
• Knowledge of risk assessments, RAMS and subcontractor compliance.

Key Objectives

• Maintain accurate fleet records and ensure MOTs and servicing are completed on time.
• Ensure vehicle defects are identified and resolved promptly.
• Complete monthly fuel card reconciliations and investigate discrepancies.
• Ensure handyman workloads and maintenance tasks are properly managed.
• Maintain health and safety records and ensure accreditation renewals are completed on time.
• Produce clear monthly reports and continually improve fleet, facilities and compliance processes