Fleet Administrator

Job Title: Fleet Administrator

Location: Gloucester GL4

Employment Type: 3 month Temp Contract

Working Hours: Monday to Friday (Apply online only)

Salary: £13.66ph

MDE Group UK LTD are recruiting for a Fleet Administrator to join our clients established team based in the Gloucester area.

Job Description:

To maintain all vehicle, workshop and operational records to ensure compliance with all relevant legislation and best practice.

Maintaining all aspects of the Fleet Management (Computer) System.

Co-ordinating the Fleet services to ensure an efficient work plan, proficient stores ordering and issuing of stock when required. Provide an excellent customer experience, whilst organising and delivering vehicle maintenance services for internal and external clients.

Be responsible for the raising/amending of work orders, preparation and inputting of data & interrogating the fleet management and other computer systems as necessary.

Producing relevant and accurate management, monitoring information, reports and statistics as requested.

The post holder is required to support the Head of Fleet Operations in achieving key performance indicators (KPIs) of the Fleet service and achieve full vehicle availability to support the needs of front line services at all times.

Requirements:

• To organise and deliver an efficient and effective end to end vehicle, plant and equipment maintenance and repair administration & support service for internal and external clients.
• Ensure exemplary compliance with all legislative and best practice issues relating to fleet operations, vehicle workshop and vehicle maintenance and repair administration.
• Professionally liaise and communicate with all customers, workshops and stakeholders on service schedules, service delivery, quotations and any pre/post repair discussions.
• Maintaining all aspects of the Fleet management (Computer) System and manual processes including defect reporting and vehicle history files. Prepare reports as necessary, including fuel use and vehicle hire.
• Be responsible for the raising/amending of work orders, preparation and inputting of data & interrogating the fleet management and other computer systems as necessary.
• The booking of hired vehicles and liaising with hire companies, maintaining strict controls on compliance and weekly and daily use of hired vehicles. Pre and post vehicle hire checks, co-ordinating on/off hire and record keeping.
• Processing customer payments, preparing and sending sundry debtors invoices and account management liaison for any Fleet service in accordance with existing procedures and audit guidelines, including administering cash receipts and controlling outstanding debt.
• Ordering and issuing of vehicle parts and goods and services from stock and external suppliers as required and processing invoices for payment, ensuring cost effective procurement.
• To assist in the full ‘conception to disposal’ vehicle replacement programmes, as necessary.
• Transact with stakeholders for the fleet service, including updating, interrogating and maintaining fuel cards and fuel systems, MID (Insurance Database), telematics systems and any other system used by the company.
• Drive company vehicles to deliver and fetch goods for use by the company or to transport personnel.
• To seek and review customer satisfaction and feedback as required.
• To identify opportunities and sell and up-sell services offered.
• To maintain and interrogate databases and spread sheets containing service and customer related details and job status, including financial.
• Ensure equipment certification and calibrations are up to date and asset registers are maintained.
• Provide Fleet and general administrative support to the company, including other offices, such as use of computer systems, minute taking, meetings administration, record keeping, filing, archiving and the sorting of mail.
• Transact with stakeholders including drivers, customers and suppliers and any internal/external communications, and deal with such enquiries promptly and efficiently.
• The production and administration of job tickets, work schedules and day works orders from the fleet management and any subcontracted suppliers computer system.
• Undertake any other responsibilities or training that may be required by the Head of Fleet Operations, commensurate with the grading of the post.

Requirements

• 2 years work history with contactable references
• Experience in a similar environment advantageous
• Own transport required due to location of sites

We aim to respond to all candidates within a 7 day period. If you haven’t heard from an MDE representative within this time period, you are welcome to follow up with us for feedback or information relative to the stage of selection.

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