Fleet Administrator

  • £24-25,000
  • West Byfleet
  • Permanent
  • Dylan Key

We are currently seeking a Fleet Administrator for an innovative soft facilities company specialising in delivering high-quality solutions for cleaning, grounds maintenance, and support services.

Role overview

As a Fleet Administrator, you will play a crucial role in supporting all administration and coordination activities related to our vehicle fleet. Acting as a key interface between our Head Office and Operational teams, you will ensure that vehicles are available, drivers are properly set up, and compliance standards are met. 

  • No prior fleet experience is required as full training will be provided.
  • However, excellent administration, coordination, and communication skills are essential.
  • Proficiency in basic IT/software usage is also required.
  • A full UK driving licence is necessary.


  • Coordinate and set up new drivers on the vehicle management system.
  • Ensure vehicles are in correct and safe working order.
  • Order and prepare relevant vehicles for new contract live dates.
  • Liaise with vehicle mechanics to schedule and oversee repairs.
  • Arrange vehicle recovery as needed.
  • Ensure all fleet vehicles adhere to health & safety policies.
  • Carry out accident reporting processes and handle accident claims.
  • Monitor and update fuel card usage.
  • Record and monitor vehicles entering the London congestion charge zone.
  • Liaise with external suppliers and obtain quotes for vehicle maintenance.
  • Perform handovers and collections from existing drivers/teams.
  • Monitor the group incident database and liaise with insurers.
  • Keep telematics systems updated and produce utilisation reports.
  • Oversee maintenance schedules and issue purchase orders.
  • Check drivers’ details and ensure compliance with current legislation.
  • Communicate with mechanics to ensure vehicle safety and timely repairs.
  • Maintain accurate records of fuel card usage.
  • Liaise with external suppliers for vehicle servicing and maintenance.
  • Update relevant systems to organise and monitor fleet vehicles.
  • Handle vehicle accident claims and liaise with external suppliers.
  • Perform general administrative tasks as required.

Ideal candidate

  • Experience in a similar role or transferable skills.
  • Excellent communication skills, both written and verbal.
  • Strong problem-solving abilities.
  • Ability to work well within a team or independently.
  • Proficiency in Microsoft Office and Excel.
  • Understanding of vehicle maintenance schedules and common faults – desirable.

If you are ready to embark on an exciting career journey as a Fleet Administrator, we invite you to apply now!

Our Facilities Management - Logistics, Distribution and Supply Chain - Office and Admin Specialist

Dylan Key

Dylan specialises in the permanent and temporary recruitment markets for IT Infrastructure, Software Development and Cloud DevOps. He is committed to building long-lasting relationships with both client and candidates, beyond simply filling roles.

Contact Dylan Key for more information about this job.

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