Fleet Hire Administrator

Fleet / Hire Administrator

We are seeking a Fleet/Hire Administrator to join our Fleet Compliance Admin Team at Kingsmill. This full-time role supports the I&C Operations, Municipal, and Workshop teams, ensuring efficient and compliant fleet management.

This is a hands-on role requiring initiative, reliability, and the ability to build positive working relationships at all levels.

Key Responsibilities:

• Coordinate vehicle hire, taxation, MOTs, and other compliance administration tasks.
• Support workshops and operational teams with timely and accurate administrative processes.
• Maintain effective relationships across departments and with external partners.
• Ensure all fleet documentation and records are up to date and compliant.
• Manage monthly vehicle taxation and maintain compliance with O Licence and Transport Manager requirements.
• Process and track PCNs, Notices of Intent to Prosecute, and appeals to resolution.
• Maintain accurate records in the Fleet Management System (Fleetwave) — including vehicle additions, disposals, movements, and compliance certifications.
• Coordinate hire requests, vehicle sourcing, extensions, and liaise with hire companies to meet service standards.
• Handle fuel card orders, toll account management, and related payments.
• Raise and process purchase requisitions (PRs) and manage vehicle disposals.
• Produce and update vehicle lists, weekly reports, and respond promptly to internal and external customer queries.

About You:

• Excellent administration, organisational, and computer skills.
• Strong attention to detail and ability to manage multiple tasks effectively.
• Confident communicator with a professional and proactive approach.
• Geographical knowledge and/or automotive experience are advantageous but not essential.
• A team player who enjoys working collaboratively in a fast-paced environment.
• Computer literate, with strong proficiency in Microsoft Office and general IT systems.
• Proven administrative experience with excellent attention to detail and accuracy.
• Confident and professional communicator, able to engage effectively at all levels of the business.
• Organised and self-motivated, with the ability to plan, prioritise, and manage a busy workload.
• Able to work efficiently under strict deadlines while maintaining high standards.
• Flexible and adaptable approach — willing to support colleagues, share knowledge, and develop skills in line with business needs.
• Professional and presentable in both appearance and attitude, representing the company positively at all times.

Biffa – we’re changing the way people think about waste

At Biffa, we love working with waste. Whether we’re turning it into sustainable power, finding new ways to recycle it or simply keeping it off the streets, we believe every day is an opportunity to improve the lives of millions. It’s a view that’s shared by our 11,000+ people around the country, who trust us to provide them with a career that’s always rewarding, often challenging, but never dull.

We believe different ideas, perspective and backgrounds are key to developing a creative and effective working environment which is why you’ll find us championing diversity and equality at every turn.