Fleet Account Executive in West Hallam

Pentagon Motor Group have an exciting new opportunity for an experienced Administrator to join our West Hallam based Fleet Department!

Main Purpose of the Role

• Support the Business Development Managers by helping with quotes, stock, and customer enquiries.
• Manage a group of key fleet accounts, making sure everything runs smoothly from order to delivery.
• Keep lease companies and customers happy by hitting service targets and responding quickly.
• Work closely with different teams to make sure vehicles are delivered on time and any issues are sorted fast.
• Keep systems like Smartsheets and Kerridge up to date with accurate info for forecasting and reporting.
• Help drive sales by managing surplus stock, arranging demos, and supporting the wider sales team.

Key Responsibilities

• Support Business Development Managers with car and LCV sales, including quoting, stock checks, and general account assistance.
• Manage a portfolio of key fleet accounts, ensuring stock lists are shared regularly and all enquiries are handled quickly and accurately.
• Use Leaselink and other systems to raise quotes, process orders, and manage the full order journey from enquiry to delivery.
• Meet SLA and KPI targets set by lease companies and customers, ensuring high levels of service and communication.
• Work closely with internal teams (sales, logistics, admin, etc.) to ensure smooth vehicle deliveries and customer satisfaction.
• Keep Smartsheets, Kerridge, and other systems updated with accurate data for forecasting, reporting, and tracking progress.
• Respond to customer queries in a timely and professional manner, keeping them informed throughout the process.
• Book and amend deliveries for cars and LCVs, and ensure all vehicle payments are received in line with agreed terms.
• Arrange vehicle demos, fitments, and conversions where needed, and manage any related logistics.
• Proactively manage and sell surplus stock to support sales targets and reduce aged inventory.
• Monitor internal processes related to fleet accounts and suggest improvements where needed.
• Prepare reports when needed on account activity, performance, and forecasting.
• Attend online and in-person meetings with customers and suppliers when required.
• Ensure debts related to sales are correctly followed up and chased in line with terms.

Health, Safety & Site Standards

• Adhere to all site rules and safe working practices at all times.
• Keep work areas clean, organised, and compliant with health and safety requirements.
• Take reasonable care for the health and safety of yourself and others who may be affected by your work.
• Report any hazards, incidents, or unsafe conditions promptly.
• Support the Operations Management Team in promoting a safe working culture and continuous improvement.

Key Performance Objectives

• Customer Enquiry Handling - Respond to customer enquiries within 24 hours (email) and leaseink/lease co enquiries within 2 hours to maintain strong service levels and customer satisfaction.
• Order Accuracy & Timeliness - Ensure quotes and orders are processed accurately through Leaselink or manually, completed within agreed timeframes.
• System & Data Management - Keep Smartsheets, Kerridge, and other systems fully updated, with weekly checks to ensure forecasting and reporting data is accurate and current.
• Sales Support & Stock Management - Contribute to monthly sales targets by proactively managing surplus stock and supporting Business Development Managers with account activity.
• Ensure that vehicle sales debt is managed – payment prior to delivery if required, or within customer terms.

Qualifications

• A motivated and reliable individual with a determination to succeed.
• Ability to work on own initiative and under pressure, responding calmly and logically to challenges.
• Demonstrates integrity, teamwork, and clear communication with colleagues and customers.
• Quality-focused with strong attention to detail.
• Excellent verbal and written communication skills.

Other Duties

• May be required to take part in Stock check on site/off site where needed.