Who are we?
At Lomond, part of the Lomond group, we are London’s largest property services group, and we are growing! We pride ourselves on delivering exceptional service, working in collaboration and achieving the right results with integrity.
About the role
The Lomond Group of estate agency brands extends the length and breadth of the UK, supported by a substantial fleet of vehicles and a diverse national premises estate. Our fleet of nearly one thousand vehicles - ranging from assigned company cars and pool cars to electric vehicles, vans, and target cars - plays a critical role in enabling our regional teams to operate effectively. Alongside this, our premises portfolio spans more than 185 sites and represents significant operational and financial responsibility.
The Fleet Coordinator will report primarily to the Senior Fleet Manager, with close working relationships across the Asset Management, the role requires strong organisational skills, attention to detail, and the ability to manage a high volume of queries from a wide range of internal and external stakeholders.
Based within the City of London Head Office a minimum of four days per week, this position offers the opportunity to develop within a dynamic central function, supporting a rapidly evolving and acquisitive organisation.
Responsibilities
Fleet Coordination (Primary Focus)
* Supporting the Senior Fleet Manager in day-to-day fleet operations, including inbox management, supplier engagement, compliance requirements, regional stakeholder communication, and general account management
* Acting as a first line of response for inbound fleet-related requests from colleagues and suppliers, including queries relating to vehicle allocation, repairs, servicing, maintenance, insurance, fines, fuel, and general fleet policy
* Facilitating the timely resolution of all vehicle servicing, maintenance, and repair requirements, ensuring vehicle downtime and associated costs are minimised
* Maintaining accurate fleet records, ensuring key dates, documentation, and compliance requirements are tracked and managed effectively
* Working closely with the Finance team to manage fleet-related costs, understand billing structures, resolve invoice queries, and support the resolution of accounting discrepancies
* Ensuring regular and accurate reporting on fleet activity, including insurance claims, telematics, servicing, maintenance, repairs, parking, tolls, and associated KPIs
* Supporting supplier performance management, ensuring service delivery standards are met and issues are escalated appropriately
Asset & Facilities Support (Secondary Focus)
* Providing operational support to the Asset Management and Facilities teams, including assisting with inbox management, supplier coordination, and regional stakeholder queries relating to premises
* Maintaining accurate records and audit trails on relevant systems and CRMs, ensuring key dates, anniversaries, and compliance milestones are appropriately managed
* Supporting reporting activities with Environmental, Social and Governance (ESG) implications, ensuring accurate data capture and assisting with initiatives that promote environmentally responsible estate management
Cross-Functional & Project Support
* Assisting with acquisition-related project work across both fleet and asset activities, supporting the seamless transition of newly acquired entities into the Lomond corporate structure
* Maintaining close communication with regional brands to ensure consistent reporting, clear communication of policies, and timely updates on legislative or operational changes
* Supporting continuous improvement initiatives across fleet and asset processes, contributing to the development of efficient, consistent workflows
Required Skills and Experience
* Previous experience within a Fleet, Asset, Facilities, or operational coordination role
* Experience working with suppliers and external partners, with an understanding of service delivery and performance management
* Familiarity with compliance, procedures, and structured workflows in an operational environment
* Excellent communication skills with the ability to build effective working relationships across multiple stakeholder groups
* Strong time management and organisational skills, with experience managing a varied and multifaceted workload
* Strong problem-solving skills with a collaborative and solutions-focused approach
* High attention to detail, with the ability to maintain accurate records and manage multiple deadlines
* Confidence working with financial data, invoices, and cost tracking in collaboration with finance teams
* Competent user of Microsoft Office applications
Join us and experience a workplace that truly values you. Apply today!