Job Vacancy: Fleet Administrator

Department: Finance & Operations

Position: Fleet Administrator - Part-time (21 hours per week)

Reports to: Facilities & IT Manager

Location: Head Office, Leatherhead

Salary: £25,000 per annum (£15,000 pro rata)

Join my client’s Finance and Operations Team within a supportive Charity, supporting families facing unimaginable challenges. Seeking a skilled Fleet Administrator to ensure the fleet operates seamlessly,, ensuring efficient operations and cost-effectiveness.

Collaborating closely with the Facilities & IT Manager, you’ll oversee all aspects of fleet administration, maintaining accurate records and minimizing disruptions. This is a newly created part-time role.

Key Responsibilities:

Leasing:

• Coordinate with the Facilities & IT Manager and broker to identify new leases for expiring contracts.
• Manage the order process efficiently, ensuring minimal disruption during vehicle replacements.
• Facilitate the end-of-lease process and vehicle returns.
• Arrange hire cars or short-term leases when necessary.

Vehicle Maintenance:

• Monitor and organize repairs based on Family Support Worker vehicle check forms.
• Ensure all leased vehicles are equipped with Telematics trackers.
• Oversee dashcam installation and functionality.
• Maintain accurate vehicle journey records.

General Fleet Administration:

• Serve as the primary point of contact for vehicle-related queries and incidents.
• Maintain up-to-date records using the Fleet Master spreadsheet.
• Handle monthly reporting processes, including mileage and speeding reports.
• Conduct annual driver license checks and update insurance information.
• Manage monthly supplier invoices and fuel card administration.
• Stay informed about government fuel rates and toll schemes.
• Assist with ad hoc requests from management.

General Responsibilities:

• Provide guidance to colleagues, volunteers, and interns.
• Ensure compliance with legislation, policies, and best practices.
• Commit to professional development and performance management.
• Represent the department and the charity internally and externally.
• Align with Rainbow Trust Values.

Operational and Project Planning:

• Develop and manage individual work plans in consultation with the line manager.
• Take ownership of meeting objectives and KPIs.
• Monitor progress against targets and report variances.
• Manage time and resources effectively.

Requirements:

• Previous experience in fleet administration or similar role preferred.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite and fleet management software.