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For Companies At a Glance
- Tasks: Manage vehicle lifecycle from return to refurbishment and ensure accurate documentation.
- Company: Join a leading vehicle rental network known for exceptional service across the UK.
- Benefits: Enjoy competitive salary, private medical insurance, company car scheme, gym access, and team events.
- Why this job: Be part of a dedicated team that values operational excellence and customer satisfaction.
- Qualifications: Experience in vehicle leasing or rental, strong communication skills, and proficiency in Microsoft Office required.
- Other info: Opportunity for growth and development within a thriving department.
The predicted salary is between 30000 - 42000 £ per year.
Optimise by Recruitment are delighted to work alongside a leading vehicle rental network dedicated to providing exceptional service and support to its partners across the UK.
As a Defleet Service Specialist, you will play a pivotal role in ensuring the seamless transition of vehicles through their lifecycle, from return and refurbishment to final disposition.
This administrative role requires meticulous attention to detail, excellent communication, and a proactive approach to managing service documents and queries. Joining a dedicated team of professionals, you will directly contribute to maintaining operational excellence and customer satisfaction within our thriving Defleet Department.
Key Responsibilities
Vehicle Management
- Log vehicle defleets and service intervals to ensure accurate records.
- Oversee the return, inspection, and collection process
- Ensure vehicles are marked “ready to collect” post-refurbishment or disposal.
- Handle logistics for repossessed vehicles and vehicles awaiting allocation or re-rent status.
- Documentation and Invoicing
- Manage service records, ensuring all vehicle maintenance documentation is complete and accurate.
- Raise invoices for refurbishment, penalty charges, contract hire recharges, and auction/disposal activities.
- Process purchase invoices.
- Maintain tax compliance by managing monthly vehicle taxation.
Customer and Dealer Engagement
- Build strong relationships with customers and colleagues to deliver excellent service.
- Address and resolve disputes, including credit issuance when necessary.
- Manage dealer complaints and ensure resolution in a timely manner.
Operational Support
- Approve vehicles for refurbishment and ensure timely completion.
- Track overdue vehicles and ensure adherence to timelines.
- Administer contract or hire extensions when needed.
- Support the defleet process by preparing monthly reports on fleet performance and service compliance.
- Insurance and Legal Compliance
- Handle insurance claims, including settlement figure determination and invoice generation.
- Process VE103b forms and ensure proper handling of V5 vehicle documentation.
What We’re Looking For
- Previous roles in vehicle leasing, rental, or dealership environments.
- Familiarity with warranties or service administration.
- Exceptional organisational and multitasking abilities.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
- Positive attitude with the ability to work well under pressure.
What We Offer
- Competitive salary.
- Private Medical Insurance
- Company car scheme (after 12 months).
- On-site gym and free parking.
- Regular team events and celebrations.
Fleet Administrator employer: Optimise by Recruitment
Contact Detail:
Optimise by Recruitment Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Fleet Administrator
✨Tip Number 1
Familiarize yourself with the vehicle rental and leasing industry. Understanding the nuances of vehicle management, defleet processes, and customer service expectations will give you a significant edge during interviews.
✨Tip Number 2
Highlight your organizational skills and ability to multitask. Prepare examples from your past experiences where you successfully managed multiple tasks or projects simultaneously, as this role requires meticulous attention to detail.
✨Tip Number 3
Showcase your communication skills by preparing to discuss how you've built strong relationships in previous roles. Be ready to share specific instances where you resolved disputes or handled customer complaints effectively.
✨Tip Number 4
Brush up on your Microsoft Office skills, especially Excel, as you'll likely need to manage and analyze data related to vehicle performance and service compliance. Consider practicing with relevant spreadsheets or reports.
We think you need these skills to ace Fleet Administrator
Some tips for your application 🫡
Understand the Role: Take the time to thoroughly read the job description for the Fleet Administrator position. Understand the key responsibilities and required skills, as this will help you tailor your application to highlight relevant experiences.
Highlight Relevant Experience: In your CV and cover letter, emphasize any previous roles in vehicle leasing, rental, or dealership environments. Mention specific examples of how you've managed service documents, handled customer queries, or maintained accurate records.
Showcase Communication Skills: Since strong verbal and written communication skills are essential for this role, make sure to demonstrate these in your application. Use clear and concise language, and provide examples of how you've successfully built relationships with customers or resolved disputes.
Tailor Your Documents: Customize your CV and cover letter to reflect the specific requirements of the Fleet Administrator position. Use keywords from the job description, such as 'vehicle management', 'documentation', and 'operational support' to ensure your application stands out.
How to prepare for a job interview at Optimise by Recruitment
✨Show Your Attention to Detail
As a Fleet Administrator, meticulous attention to detail is crucial. Be prepared to discuss specific examples from your previous roles where your attention to detail made a significant impact on vehicle management or documentation accuracy.
✨Demonstrate Your Communication Skills
Excellent communication is key in this role. Practice articulating your thoughts clearly and concisely. You might be asked how you would handle disputes or complaints, so think of examples that showcase your ability to resolve issues effectively.
✨Highlight Your Organizational Skills
This position requires exceptional organizational abilities. Be ready to explain how you prioritize tasks and manage multiple responsibilities, especially in high-pressure situations. Share any tools or methods you use to stay organized.
✨Familiarize Yourself with Relevant Software
Proficiency in Microsoft Office Suite is essential. Brush up on your skills in Excel, Word, and Outlook, and be prepared to discuss how you've used these tools in past roles to manage service records or generate reports.
