At a Glance
- Tasks: Manage fleet and office operations, ensuring compliance and efficiency.
- Company: Join a dynamic team at Optima Recruitment, a leader in recruitment services.
- Benefits: Earn £30,000 - £35,000, enjoy 25 days holiday plus your birthday off, and free parking.
- Other info: Great career growth opportunities and a friendly, supportive work environment.
- Why this job: Be the backbone of our operations while developing valuable skills in fleet management.
- Qualifications: Strong admin skills, attention to detail, and a full UK driving licence required.
The Fleet & Office Coordinator is responsible for the effective administration and coordination of fleet, asset and office support activities. The role ensures that vehicles, equipment and operational assets remain compliant, available and well-maintained, while also providing efficient central office support to the wider business. This position plays a key role in supporting operational efficiency through accurate record-keeping, proactive scheduling of compliance activities, supplier coordination and day-to-day office administration.
Key Responsibilities
- Fleet & Asset Management
- Maintain and regularly update fleet and asset registers, ensuring records remain accurate and current.
- Schedule, monitor and track all vehicle and equipment compliance requirements, including servicing, MOTs, inspections, tax and insurance renewals.
- Ensure all fleet and asset compliance activities are completed on time and proactively follow up on outstanding actions.
- Arrange maintenance, repairs and inspections for vehicles and equipment.
- Liaise with external suppliers, including leasing companies, maintenance providers, fuel suppliers and service contractors.
- Monitor fuel usage, telematics information and driver compliance data, highlighting issues and trends where appropriate.
- Support the allocation, tracking and deployment of vehicles and equipment across operational requirements.
- Maintain accurate records relating to fleet costs, maintenance history and asset utilisation.
- Office & Operational Support
- Coordinate day-to-day office administration activities to support business operations.
- Manage office supplies, stationery, post and general facilities administration.
- Provide meeting coordination and diary support as required.
- Maintain operational documents, trackers, databases and reporting systems.
- Process supplier administration activities, including purchase orders, delivery tracking and invoice queries in accordance with company procedures.
- Support health and safety administration, including maintaining records, certificates, training records and renewal schedules.
- Act as a first point of contact for internal enquiries relating to fleet, asset and office support activities.
- Assist with ad hoc administrative and operational projects as required.
Person Specification
- Strong administrative and organisational skills with excellent attention to detail.
- Ability to manage multiple tasks and competing priorities effectively.
- Proficient in Microsoft Office applications and comfortable working with databases, spreadsheets and tracking systems.
- Strong communication and interpersonal skills.
- Customer-focused approach with a professional and helpful manner.
- Ability to work independently and use initiative.
- Full UK Driving Licence.
Desirable Requirements
- Previous experience in fleet administration, compliance administration or asset management.
- Knowledge of fleet compliance requirements and industry standards.
- Awareness of operator licence (O-Licence) requirements and/or FORS standards.
- Experience within an operational, field services, facilities management or similar environment.
- Familiarity with telematics systems and fleet management software.
Key Competencies
- Highly organised and methodical.
- Proactive and dependable.
- Strong attention to detail and accuracy.
- Ability to remain calm and effective under pressure.
- Good problem-solving skills.
- Strong planning and coordination abilities.
- Collaborative team player with a positive attitude.
- Professional and confidential in handling information.
Salary & Benefits
- £30,000 – £35,000 (depending upon experience)
- Pension Scheme
- Free car parking
- 25 days holiday + Birthday off
- Refer a friend and earn £100!
Please note that if you have not been contacted within 5 working days, then unfortunately on this occasion your CV has not been shortlisted. By applying for this vacancy, you accept Optima Recruitment Limited’s Privacy and GDPR Policy which can be found on our website and therefore gives us consent to contact you. Optima Recruitment Limited are acting as a recruitment agency in relation to this vacancy and are an equal opportunities employer.
Fleet Manager employer: Optima Recruitment
Optima Recruitment Limited is an excellent employer for the Fleet Manager role, offering a supportive work culture that prioritises employee well-being and professional growth. With competitive salaries, generous holiday allowances, and a pension scheme, employees enjoy a balanced work-life environment while contributing to operational efficiency in a dynamic setting. The company fosters collaboration and values initiative, making it an ideal place for those seeking meaningful and rewarding employment in fleet and office coordination.
StudySmarter Expert Advice🤫
We think this is how you could land Fleet Manager
✨Get Involved in Industry Events
Logistics and supply chain are all about networking, so hit up those trade shows and local meetups. Places like the UK's Logistics and Supply Chain conference can be goldmines for connecting with potential employers like Optima Recruitment and learning about the latest trends in the industry.
✨Leverage Online Communities
Join forums and LinkedIn groups specifically for logistics professionals. Share your insights and ask questions to get noticed. Being active in these spaces can help you establish credibility and might just lead to an opportunity at Optima Recruitment!
✨Showcase Your Skills with a Portfolio
Even if it’s a full-time gig, having a portfolio can really set you apart. Include case studies or projects that demonstrate your understanding of supply chain management, logistics software, or solving operational challenges. You’d be surprised at how much this can impress hiring managers.
✨Apply Directly Through Our Website
Don't forget the power of applying directly through our website! A lot of companies like Optima Recruitment keep job postings exclusive to their sites. This way, you can easily keep track of your applications and ensure your profile is in front of the right people.
We think you need these skills to ace Fleet Manager
Some tips for your application 🫡
Show Your Supply Chain Savvy:In your CV and cover letter, make sure to highlight your understanding of logistics and supply chain management principles. Mention any relevant courses you've taken or tools you've used, like inventory management software or data analysis platforms, to showcase your skills and keep up with best practices in the industry.
Quantify Your Achievements:When detailing your previous work experience, remember to use numbers wherever possible. Did you improve delivery times by a specific percentage? Did you help reduce costs? These kinds of quantified achievements not only catch the eye but also demonstrate your capability in the logistics sector.
Tailor Your Cover Letter to Optima Recruitment:This is your chance to really connect with the team at Optima Recruitment. In your cover letter, express why you're passionate about supply chain logistics and how your goals align with the company’s mission. A little personalisation goes a long way!
Include Relevant Certifications:If you've got any certifications related to logistics or supply chain management—like APICS or Six Sigma—make sure you flaunt them! These show that you're committed to your professional development and can set you apart from other candidates.
How to prepare for a job interview at Optima Recruitment
✨Know Your Logistics Tools
Make sure you're familiar with key logistics software and tools like SAP or Oracle ERP. These are often used in the industry, and being able to demonstrate your knowledge or experience with them can really set you apart during your interview with Optima Recruitment.
✨Perfect Your Problem-Solving Skills
Expect to tackle scenarios that showcase your problem-solving skills. Think about past experiences where you've had to optimise supply chains or handle logistics challenges. Have a few examples ready to discuss how you made decisions that led to improvements.
✨Show Your Team Spirit
Supply chain roles heavily rely on teamwork and communication. Be prepared to discuss how you've collaborated with others in previous roles. Maybe share a time when you coordinated with a team to resolve a logistical hiccup. This can show Optima Recruitment that you're a team player!
✨Understand the Big Picture
Be ready to talk about the broader logistics and supply chain trends. Having insights into current challenges in the industry, like sustainability or lead times, can impress the interviewers at Optima Recruitment. Show them you’re not just focused on the day-to-day but also have a strategic mindset!
