Fleet Administrator

We need you! We're on the lookout for a highly organised and proactive Fleet Administrator playing a crucial role in supporting our Fleet operations. This is far more than just an admin role; it's a key position that ensures the smooth running of our entire vehicle fleet, which supports both our education and care divisions.

You’ll be responsible for making sure every company vehicle is correctly allocated to the right driver, fully taxed, insured, maintained, and compliant always. From coordinating new vehicle deliveries and fitting tracking devices to managing insurance claims, repairs, and mileage reporting. You’ll be the central point of contact for all fleet-related matters. Your work will ensure we always know where our vehicles are, that the right systems and trackers are in place, and that all vehicle data is current and accurate.

If you thrive in a fast-paced environment, love managing the details, and take pride in keeping things running efficiently, then this could be the perfect opportunity for you. This role offers variety, responsibility, and the chance to make a real difference across a vital area of our organisation.

A day in the life of a Fleet Administrator will involve:

• Managing the day-to-day administration of our 150-vehicle fleet, consisting of cars and maintenance vans, ensuring systems and records are kept up to date with driver, vehicle, and maintenance information.
• Coordinating insurance claims, permits, repairs and routine maintenance, acting as the main point of contact for fleet-related queries and managing the fleet mailbox.
• Supporting fleet procurement activities, including liaising with funders, managing supplier relationships, and overseeing new vehicle deliveries.
• Processing monthly mileage and expense claims and preparing regular fleet reports for internal stakeholders.
• Maintaining accurate databases and trackers, while providing general administrative support to the wider Finance Team.

To be a successful Fleet Administrator you’ll need:

• Proven experience in a similar Administrative role, with strong organisational and time management.
• Good IT skills: working knowledge of Microsoft Office programmes, including Word, PowerPoint and Excel.
• A hands-on approach, ready to tackle tasks with a positive attitude.
• Strong communication skills and a collaborative, approachable mindset.

If return for your time, you’ll get:

• Holidays – You’ll get 28 days annual leave including bank holidays (full time). You’ll also get an extra day off for your birthday after your first year with us.
• Pension scheme – Our pension scheme is based on you paying in 5%, and us adding 3%.
• Learning & Development Opportunities – We provide comprehensive learning opportunities for team members to develop themselves.
• Discounts – You’ll have access to brilliant discounts through the Blue Light Card and our own employee benefits platform.
• Wellbeing Support – Your wellbeing is always our priority. You’ll have access to mental health and wellbeing support. On top of this, our therapies team offers a monthly confidential check-in clinic, and group reflective practice sessions.
• Cycle2Work - The cycle to work scheme enables you to buy a bicycle at a discounted rate.
• DBS – As this role requires you to have an enhanced DBS carried out, we will cover this cost.
• 9DF - Enjoy a healthier work-life balance with our 9 Day Fortnight working pattern giving you every other Friday off without reducing your salary.
• After 12 months service - You’ll also be eligible for our Medicash scheme which covers a wide range of medical, health and wellbeing expenses (Including immediate access to a GP!). You’ll get life assurance paid at x2 your annual salary.

Please note that as part of our safer recruitment processes, successful applicants will be subject to pre-employment checks including an enhanced disclosure and barring service (DBS) check, and online and social media checks, and reference validation.

At Phoenix Learning and Care, we pride ourselves on our diverse workforce, and ensuring we have an inclusive environment for all our team members. We remain committed to ensuring our teams can bring their true selves to work without risk or fear of discrimination.