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Fleet Administrator

Location: Sandy, Bedfordshire
Salary: DOE
Job Type: Permanent
Job posted on: 13 March 2017

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Position Description

An exciting opportunity has arisen to join our Fleet Services Team based in Sandy. The successful candidate will provide key administration for the Company's commercial vehicle fleet, enabling the Fleet Services Team to provide a 'one stop shop' service to the Company's commercial drivers (LGV and van) and vehicle managers, ensuring they run their vehicles cost effectively and efficiently. Also ensuring the commercial vehicle fleet is legal, safe and compliant

Roles and responsibilities

Vehicle Maintenance coordination
Supervise the Maintenance Company and regularly liaise with third party suppliers on vehicle maintenance and repairs, ensuring that the repair work is carried out in a timely, efficient and cost effective manner, minimising downtime
Provide a single point of contact, coordinating various members of staff within the business in order to meet service and repair requirements.
Compile and check reports relating to vehicle repairs, time off the road and KPIs to identify areas of improvement and ensure service level targets are being met
Develop an understanding of acceptable performance standards and hold suppliers accountable for this.
Coordinating delivery and handover of new vehicles on fleet and vehicles coming off fleet, including checking the relevant specifications, return conditions & hardware installation for specialist equipment

Vehicle Tracking and Driver Performance Data
Develop an in-depth understanding of the functions of the tracking and performance systems utilised in the Company's commercial vehicles, to become the company specialist in this area.
Managing the fitting and maintenance of specialised equipment
Providing the central point for administration and knowledge of the systems

Accident Management & Damage Repairs
To be the key point of liaison for all accident reporting and repair management.
Managing all elements of the accident procedure, including all communication with the insurance company and organising recovery and repairs to the vehicle, in conjunction with the vehicle maintenance company
Proactively managing the repair to ensure that the vehicle is safely back on the road as soon as possible
Providing administrative support for accident investigations and accident statistics for company reporting on a monthly basis

Refurbishment Planning
Supervising vehicle refurbishment plans alongside the vehicle maintenance company and third party suppliers
Coordinating with Site Managers, drivers and third party suppliers to ensure that the work is done correctly, in the most cost efficient manner and in a way which results in minimal time off the road

Project Work
Deliver results on various projects throughout the year, either working alone or in conjunction with others.
Managing each project effectively, meeting specific targets and deadlines as agreed

Position Requirements

• Must be able to be assertive with suppliers and colleagues whilst developing good working relationships.
• Excellent time management and organisational skills, including workload prioritisation, meeting deadlines and managing a varied workload in a busy environment.
• Good working knowledge of Microsoft Excel to allow accurate reporting and analysis, alongside other Microsoft Office products.
• The ability to work on own initiative, make decisions, manage own workload with excellent time management skills
• Develop effective and supportive relationships with colleagues.
• Able to collate and produce data with accuracy
• Demonstrated customer service skills
• The ability to communicate effectively at every level
• Ability to manage distractions in an open plan environment
• A confident telephone manner with skill in conveying a helpful and understanding manner
• Demonstrated problem solving ability
• A proven attention to detail
• Experienced with working in a busy environment with a varied workload
• Proven track record of communicating with and coordinating people and tasks both inside and outside of the business
• Enthusiastic with a desire to make a difference
• Demonstrates the Company's core values of integrity, customer focus and expertise
• Must be able/willing to learn and develop new skills and knowledge
• Positive and approachable with customers, colleagues and members of the public
• Focused on using skills, training and experience to the benefit of Company employees, and maintenance providers
• Promote equality and diversity through your attitude and behaviour
• Sets high standards of performance for self and encourages others to do the s


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