Central Fleet Maintenance Administrator

Menzies Distribution Solutions has a fantastic opportunity for a Central Maintenance Control Administrator to join our business. Reporting to the Fleet Compliance Manager, the Central Maintenance Control Administrator plays a critical role in ensuring the efficient and effective coordination of maintenance activities across the business operating centres. This position supports the fleet team by managing administrative processes, maintaining accurate records, facilitating communication between departments, liaising with maintenance providers and ensuring compliance with safety and operational standards. The job holder will develop excellent relationships with key stakeholders within the business to deliver best‑in‑class fleet compliance and maintenance control. They will strive to continually improve the standards and timeliness of maintenance events and ensure adherence to legislation and operators licence conditions. The role will demonstrate Menzies Distribution Solutions values and behaviours at all times.

The Details

• Salary: £33,000 per annum, £15.87 per hour
• Shift Pattern: Monday to Friday
• Working Hours: 08:00 – 17:00
• Monthly Pay

Key Accountabilities (will include but not be limited to)

• Management of the Key 2 Fleet Management System, adding bookings, updating status of events and uploading of paperwork
• Arranging maintenance event bookings with maintenance providers in line with planned schedules, ensuring all assets are completed on time
• Coordinating assets being stood down and taken out of operation for maintenance events
• Checking maintenance documentation and uploading to the Key 2 system
• Coordinating defect work that is required to be completed at the same time as PMI / MOT
• Assist in the scheduling and coordination of planned and unplanned maintenance activities across the transport fleet
• Monitor maintenance requests and ensure they are logged, tracked, and completed within established timelines
• Collaborate with Fleet Engineers, operations, and maintenance providers to ensure parts, resources, and personnel are available for maintenance activities
• Maintain accurate and up‑to‑date records of maintenance activities, including purchase orders, inspections, and service reports
• Produce regular and ad‑hoc reports on maintenance performance, asset condition, and compliance metrics
• Ensure documentation aligns with regulatory and company standards
• Serve as a central point of contact for maintenance‑related inquiries and updates
• Facilitate clear and timely communication between maintenance teams, operations staff, and external service providers
• Support incident management by coordinating information flow and documentation during service disruptions & asset downtime
• Review unaccounted distance and investigate and administer system updating of reasons
• Review tyre reports and administer asset tyre inspections and remedial works
• Review audits of vehicle CCTV systems and arrange repair where necessary
• Review tachograph infringements and debrief and administer on Convey

Key Experience and Qualifications Required for the Role

• Exceptional administration skills
• Good knowledge of van and HGV fleet operation and maintenance requirements
• Understanding of operator licence conditions and undertakings
• Excellent IT skills, including Word, Excel and PowerPoint
• Experience of working with a Fleet Management System
• A strong sense of integrity and desire to add value to the business
• Demonstrable experience of supplier/stakeholder relationship management
• Full understanding of industry legislative and compliance regulations
• Certificate of Professional Competence in Road Transport (CPC) preferable

Technical and Behavioural Skills and Competencies

• Interpersonal skills, engaging with internal and external stakeholders
• Planning, organising and flexibility
• Problem solving and decision making
• Continual Improvement ethos
• Developing self and others
• Report writing skills
• Ability to work to tight timescales
• Ability to manage and prioritise own workload
• Methodical and accurate worker
• The ability to work with the minimum of supervision
• Excellent communication skills, both verbal and written
• Good team player
• High level of drive and enthusiasm

Benefits

• Time For You: Relax with 28 days of holiday inclusive of bank holidays
• Give Back: Receive a paid day to volunteer for a charity of your choice
• Appreciating You & Others: Celebrate special moments with Value Awards – Driver of the Year Awards, with 3 days paid leave for our finalists, including a fun‑filled day out for you and your partner and attendance to the awards ceremony with guest speakers
• Your Future: Join our contributory workplace pension scheme for financial security
• Exclusive Discounts: Through your Healthcare Cash Plan you will have access to a discount portal, where you can make savings on travel and hotels, cinema tickets, days out and much more. We also offer 20% off your mobile line rental at EE
• Progression & Training: Unique Industry Training such as LST, Moffett, Manual Handling, Double Decker & Load Security. A paid day leave per year for your periodic CPC Training provided by us
• Health & Wellness: Healthcare Cash Plan, allowing you to claim cash back on a range of healthcare products and services including dental, optical, chiropody and specialist consultations, tests and scans. In addition to this there is Virtual GP access, On‑Demand Physio, Gym Discounts, Online Health Assessments & 24/7 Counselling

INCLUSION

Menzies Distribution Solutions is committed to creating a fair and inclusive environment where employees feel safe, proud and valued. We encourage ways of working that treat everyone fairly and with respect, and we look to create opportunities to improve the diversity of our workforce across all areas of the business. We seek to attract and recruit people from the widest talent pool, who reflect the society in which we work. And we aim to encourage an inclusive culture where people can feel empowered to be the very best they can be, and to reach their full potential creating value through diversity is what makes us strong as a business and as an organisation with an increasingly agile workforce, we’re open to flexible working arrangements where appropriate.