Administrator - Fleet Management - Office Based

My client is a Nationwide Fleet Management Company looking for an Administrator to join their team.

The main purpose of the role is to ensure the administration tasks of the account management function are completed accurately and within agreed timescales. Ensuring all activities are undertaken in accordance with work instructions and quality procedures.

The role will consist of undertaking any/all of the following tasks:

Vehicle Administration

• As per an Account Executive (AE) request, prepare and send driver packs to the relevant client prior to vehicle delivery.
• To assist the AM / AE in monitoring and managing Client MOT/Service/vehicle recall and Insurance reminders, and updating the vehicle management system accordingly
• To produce client related reports as directed by the AM/AE.
• To manage client driver fines administration and update the vehicle management system accordingly.
• To administer and report on company and client MID.
• To administer and update customer toll accounts where applicable.
• To undertake tasks and administration relating to the taxing of vehicles and logging and filing of fleet V5 documents.
• As per request, prepare and send overseas travel documentation to the relevant customer / driver.

Daily Hire Administration

• To ensure all extensions or terminations of daily hire bookings are processed as above.
• To produce and action Daily Hire reports as necessary to reduce customer queries.

Duty of Care

• To assist with driver licence mandate processing and administration.
• To assist with driver grey fleet paperwork processing and administration.
• To process driver removals upon request by the customer.
• To produce and action weekly driver reports to ensure continued GDPR compliance.

General

• To process department post on a daily basis & allocate as appropriate.
• To answer all overflow calls from Reception and AE’s, taking messages and assisting where possible.
• To carry out other general department administrative duties including processing mail (received & sent) when required, and maintaining scanning filing system.
• To undertake any other tasks/projects within the department as directed by the AM.
• To maintain a professional attitude, building and maintaining relationships with internal and external customer.
• To act in a manner which is efficient, orderly and timely ensuring tasks are achieved within the set timescales.
• To deal with any concerns or issues that may arise, implementing preventative improvements.
• To carry out any duties deemed reasonable over and above standard duties including, deputising in other roles in periods of absence.
• Recognise and value the importance of diversity of thought and each person’s unique contribution to the team and Company, regardless of the individual’s background. Treats all individuals with dignity and respect.
• Positive commitment to adopting and upholding the Company’s Values, Mission and Givens. To undertake and complete development solutions as deemed necessary and as required in the performance of the role.

Must haves:

• Some administration experience
• Ability to deliver high levels of customer service and client satisfaction whilst managing client expectation
• Ability to produce accurate work to tight deadlines under pressure
• Ability to communicate clearly both in written and verbal communications
• The ability to work autonomously and as part of a team successfully
• Highly proficient in MS Office applications with the confidence and ability to learn new systems and technology when required