Fleet Administrator in London

About HIVED: At HIVED, we’re steamrolling forward as one of Europe’s fastest growing startups, and our momentum shows no signs of slowing. Based in London, we are a climate and logistics start-up building the first sustainable parcel delivery network at scale, powered by a 100% electric fleet. In an ever-growing industry where unreliable service has long been the norm, HIVED has been built from the ground-up to meet the demands of modern consumers and disrupt parcel delivery.

A tech company at heart, our talent and technology is laser-focused on delivering the best possible delivery experience for end-customers and meeting the needs of our retail partners. Our tight-knit team is made up of ex-Revolut, Bain, HelloFresh, ASOS, Apple and Google employees, and we are backed by some of Europe’s leading investors and VCs in climate-tech, logistics and mobility.

Role Overview: As the Fleet Associate - Admin, you are the backbone of our vehicle operations. Your primary mission is to ensure that our fleet is fully compliant, legally documented, and that all vehicle related costs are accurately tracked. You are a highly organised administrator who thrives on keeping records up to date and resolving issues from insurance claims to parking fines with speed and precision.

What you’ll be doing:

• Penalty Charge Notice (PCN) Management: Act as the primary lead for all incoming traffic fines and PCNs. Identify the responsible driver for each contravention and raise the appropriate recoup charges in our internal systems. Ensure all appeals or payments are actioned within the required legal timeframes to avoid late fees.
• Insurance Claims Administration: Coordinate the end-to-end administration for vehicle accidents and insurance claims. Gather evidence, photos, and statements to submit to our insurers and follow up until each case is closed.
• Vehicle Compliance & Documentation: Maintain a "zero-error" digital archive for all vehicle documents, including V5Cs, MOTs, service records, insurance certificates and invoices. Monitor expiration dates to ensure no vehicle is dispatched without valid tax, insurance, or safety certification.
• Fleet Onboarding & Offboarding: Manage the administrative workflow for bringing new vehicles into the fleet and removing decommissioned units. Ensure all tracking hardware and vehicle specific documents are assigned or recovered correctly.
• Communication & Inbox Management: Oversee the fleet department’s central inbox, providing professional and timely responses to drivers, partners, and local authorities. Act as the point of contact for external vendors regarding vehicle status and maintenance updates.

What we’re looking for:

• The Ultimate Organiser: You take pride in a clean inbox and a perfectly updated spreadsheet. You are someone who notices the smallest details that others might miss.
• Effective Communicator: You can write clear, professional emails to local councils and handle firm but fair communication with drivers regarding fines or damages.
• Resilient Administrator: You are comfortable managing a high volume of repetitive tasks and can stay focused on accuracy even during busy periods.
• Tech-Literate: You are proficient with Google Sheets/Excel and are quick to learn new internal databases and fleet management software.

Our Values: We Are Kind - Kind to the planet, our team and our partners. We listen with purpose, leave our egos at the door and aren't afraid to make difficult decisions. We must never confuse kindness with being "nice" - it requires us to be fair, consistent, honest, thoughtful and compassionate. We Are Tenacious - We fight every day to keep the customer promise, for every parcel entrusted to us. No matter how hard it gets or whatever stands in our way, we are relentless in our pursuit of excellence. We Are Curious - We never settle, constantly challenge convention and are never afraid to ask why. We believe there is always more to learn, always a better way, and that we're always only just getting started. We never fight the urge to be inquisitive, to understand the world around us and to explore where others might not. We Are Resourceful - Our planet's resources are scarce and our future depends on our ability to use them wisely. Waste is the enemy. We strive to do more with less, be more efficient and make the most of what we have.

How we reward our team: Dynamic working environment with a diverse and driven team. Huge opportunity for learning in a high growth environment, with progression opportunities based on success in the role. 25 days of holiday allowance plus public holidays. If you're on a 4 days on - 4 days off shift pattern, you are entitled to the equivalent of 18 days paid holiday plus public holidays. Similarly on 4 days on - 3 days off shift pattern, you are entitled to the equivalent of 20 days paid holiday plus public holidays. 1 Birthday Day Off + 2 Tenure-Based Additional Days Off. Subsidised Private Medical Insurance including dental, vision & mental health therapy. Bi-annual performance reviews and tailored development plans. Annual compensation review. Team lunch provided once a week. Quarterly team socials and annual sports day (HIVED Olympics). Enhanced maternity/paternity/adoption policy as day 1 right. Community volunteer days. Cycle to work scheme. Dog friendly office and depots. MacBook Air or Windows Laptop (depending on your preference).