Fleet Administrator

At Microlise, we are looking for a highly organised and detail-orientated Fleet Administrator to join our team! In this role, you will be primarily responsible for the efficient operation of our vehicle fleet. In this critical role, you will ensure the effective operation of Fleet related services, ensure data accuracy, monitor supplier performance, and provide crucial administrative support to our Health, Safety, Facilities and Environmental teams, while also providing essential cover for the reception area.

What you will be doing:

• Ensure the 100% accuracy of all records relating to the movement, location, allocation, and status of vehicles. This critical data must be maintained promptly and precisely for insurance and payroll purposes.
• Act as the primary liaison with all Fleet supplier companies. Monitor, measure, and report on their performance to ensure they consistently achieve agreed-upon Service Level Agreements (SLAs) and operational targets.
• Work with the designated Fleet Service provider to ensure all necessary vehicle management actions are completed promptly and efficiently (e.g., scheduled servicing, routine maintenance, accident repairs, and tracking device installations/updates).
• Maintain accurate and up-to-date records for all company vehicles, including vehicle additions and removals from our Fleet and communicating changes accurately to the Payroll Team.
• Manage the accident reporting process, liaising promptly with drivers, insurance providers, and Fleet Management supplier.
• Act as the main point of contact for drivers regarding vehicle issues and policy adherence.
• Responsible for regular and accurate updating of various company administrative systems and databases as required.
• Deal with requests for dedicated administrative support from the Health & Safety, Facilities, and Environmental teams. This includes, but is not limited to: Assisting with the filing, preparation, and distribution of compliance documents, safety records, and environmental reports. Performing data entry and record-keeping related to facility maintenance schedules or H&S training records. Preparing and issuing routine correspondence on behalf of these teams.
• Provide cover for the reception area when the permanent receptionist is on annual leave, absent, or away from the reception desk. Greet and welcome visitors in a professional and friendly manner. Answer, screen, and forward incoming phone calls, taking messages where necessary. Sort and distribute incoming and outgoing mail, packages, and deliveries during coverage periods.

What we’re looking for:

• Proven experience in an administrative role, preferably within a logistics or fleet management environment with exposure to supplier and vendor management.
• Exceptional attention to detail and a strong commitment to data accuracy is essential.
• Experience in accurately updating and maintaining company-wide systems and databases.
• Excellent organisational and time management skills with the ability to prioritise a varied workload and manage multiple deadlines.
• Strong verbal and written communication skills, necessary for managing supplier relationships and communicating with internal and external stakeholders.
• Experience in or aptitude for providing professional front-of-house/reception cover.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Professional manner with a positive, helpful attitude.

Why Microlise?

• Proudly Midlands-based, Microlise has been operating for over thirty years, and recently became a Publicly Listed Company with shares trading on the London Stock Exchange.
• Full support and training to ensure you are well equipped to succeed in your role.
• Access to our salary sacrifice EV Car Scheme - payments are made before tax and other contributions, so saving you money, whilst doing your bit for the environment!
• Great Place to Work certified.
• Private medical insurance with Vitality Health including rewards for members such as: Free Amazon Prime, Apple Watch, discounted gym membership and many more!
• 25 days holiday, excluding bank holidays, increasing with service.
• Invested in employee health and well-being with over 20 mental health first aiders in the business.
• Employee Assistance Programmes.
• Free Costco membership, 20% off EE mobile and line rental, and other local discounts.
• Great staff extras: Easter eggs, yearly BBQ, Christmas gifts and annual staff awards.
• Free Microlise Cresswell Racing Tickets, support British Superbikes Executive Box at Motorpoint Arena Nottingham.

Recruitment Process: For successful candidates, interviews will take place whilst the advert is still live; so don’t delay getting your application in!

Recruitment Agencies: Whilst we make every effort to directly source candidates for our live roles, we do have a very small, preferred supplier list on the occasion we may require additional support. We therefore do not accept speculative CVs and/or cold calls to our Recruitment Team or Hiring Managers.