Fleet Administrative Assistant
Job Summary
The Fleet Administrative Assistant supports the efficient operation of the company’s vehicle fleet by providing administrative, coordination and record-keeping support. This role ensures compliance with regulations, maintains accurate fleet data and assists with reporting and communication between suppliers and internal teams.
Key Responsibilities
* Maintain and update fleet records, including vehicle registrations, insurance, servicing and inspections
* Schedule vehicle maintenance, MOTs and repairs, ensuring minimal downtime
* Monitor and track fleet usage, fuel consumption and mileage logs
* Process invoices, purchase orders and expense reports related to fleet operations
* Assist with compliance requirements, including legal and safety documentation
* Liaise with drivers, suppliers, garages and leasing companies
* Support incident and accident reporting, including documentation and follow-up
* Manage fleet-related databases and administrative systems
* Handle general administrative duties such as filing, correspondence and data entry
Skills and Qualifications
* Previous administrative experience (fleet or logistics experience preferred)
* Strong organizational and time-management skills
* Good attention to detail and accuracy in record-keeping
* Proficiency in Microsoft Office (Excel, Word, Outlook)
* Ability to manage multiple tasks and meet deadlines
* Strong communication and interpersonal skillsBasic understanding of vehicle maintenance and compliance requirements (desirable)
Key Attributes
* Reliable and proactive
* Problem-solving mindset
* Ability to work independently and as part of a team
* Strong customer service approach when dealing with internal and external stakeholders
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