Fleet Administrator Bodyshop
Location:Reigate
Salary: £30,000 per year
Hours: 40 hours per week
A busy vehicle body repair centre in Reigate is seeking a Fleet Administrator to support the smooth running of its vehicle fleet and courtesy car operations. The successful candidate will be responsible for maintaining accurate records, coordinating vehicle servicing and repairs, and supporting day-to-day fleet administration. This position acts as an important link between internal teams, drivers, and external suppliers to ensure vehicles remain compliant, operational, and efficiently managed.
Key Duties
The Fleet Administrator will be responsible for a wide range of administrative and coordination tasks relating to the organisations vehicle fleet, including:
* Keeping comprehensive and accurate records for all vehicles, including registration details, insurance documents, MOT dates, service history, mileage tracking, and driver allocations.
* Managing courtesy car administration, including bookings, record updates, and maintaining internal tracking systems and spreadsheets.
* Supporting the introduction and removal of vehicles from the fleet, including coordination of ordering, delivery, vehicle handovers, and disposals.
* Monitoring vehicle use to ensure adherence to company policies, safety requirements, and agreed mileage parameters.
* Arranging routine servicing, maintenance, and repairs to ensure vehicles remain roadworthy while minimising operational downtime.
* Providing administrative assistance to the transport or fleet leadership team when required.
* Ensuring all fleet vehicles remain compliant with legal and regulatory obligations such as MOT testing, road tax, insurance requirements, and fuel card management.
* Assisting with driver compliance procedures including licence verification, incident documentation, and adherence to driving policies.
* Supporting internal health and safety processes connected with vehicle operations.
* Processing supplier invoices, raising purchase orders, and allocating fleet-related costs accurately.
* Helping track operational costs including fuel usage, maintenance spending, and vehicle leasing agreements.
* Identifying opportunities to improve efficiency or reduce operational costs where appropriate.
* Acting as a contact point for vehicle-related queries from staff, suppliers, and service providers.
* Liaising with leasing companies, insurance providers, and maintenance suppliers to coordinate services and resolve issues.
* Producing reports relating to fleet utilisation, compliance status, vehicle condition, and general fleet performance.
Skills and Experience
The ideal candidate will demonstrate strong organisational ability and attention to detail, along with the following:
* Excellent administrative and record-keeping skills, with a minimum of 1 year in similar role
* Confidence working with databases, spreadsheets, or fleet management software
* Strong time management with the ability to manage competing priorities
* Professional communication and customer service skills
* Solid working knowledge of Microsoft Office, particularly Excel
* Previous experience in a fleet, transport, or operations administration role is advantageous
* Understanding of vehicle servicing schedules, compliance requirements, and leasing arrangements
* Awareness of health and safety practices related to vehicle operations
* A proactive mindset with strong problem-solving ability
* High levels of discretion when handling company information
* Ability to work both independently and collaboratively within a busy operational environment
This role offers the opportunity to be part of a professional automotive environment where organisation and attention to detail play a key part in keeping the business running efficiently.
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