Fleet Administrator

We are seeking a Fleet Administrator to join our team. As the Fleet Administrator you will provide comprehensive administrative and compliance support to the Fleet Manager, ensuring vehicle, driver, fuel card, telematics, insurance and accident records are maintained accurately and efficiently. This role supports the safe, compliant and cost-effective operation of the Group fleet across multiple businesses.

This is a hands-on fleet administration role for someone who enjoys accurate data, clear processes and practical problem-solving. You will work across several fleet systems and become a key point of support for drivers, managers and external suppliers.

Key Responsibilities

Maintain accurate vehicle, driver, company and cost-centre records within fleet management systems.

Process vehicle allocations, re-allocations, driver changes, transfers and disposals.

Maintain clear electronic records, supporting documents and audit trails.

Support vehicle onboarding, off-hire, lease return and disposal administration.

Create, amend and archive driver records for starters, movers and leavers.

Administer driver licence checks, consent records and outstanding compliance actions.

Reconcile driver and vehicle records across systems and resolve discrepancies.

Handle personal and vehicle information carefully and in line with company requirements.

Order, amend, allocate and cancel fuel cards promptly.

Maintain fuel card registers, groups, sub-accounts and evidence of approvals.

Support the investigation of transaction queries, exceptions and suspected misuse.

Ensure cards and accounts are aligned to the correct vehicle, driver and business.

Administer Quartix driver identification records and fobs.

Run routine utilisation, exception and driver behaviour reports.

Retrieve, download and securely save authorised footage or event information.

Maintain an auditable record of access, amendments and information shared.

Log accidents and create complete, well-organised incident and claim files.

Collate driver statements, photographs, correspondence, claim references and telematics evidence.

Liaise with the Fleet Manager, operational colleagues, insurers and accident management providers.

Add, amend and remove vehicles and company details on the Motor Insurance Database, retaining confirmation of updates.

Produce accurate fleet reports and management information using Excel and fleet systems.

Monitor administration backlogs, incomplete records and outstanding actions.

Support audits, data reconciliations and periodic compliance reviews.

Help improve procedures, checklists, naming conventions and document control.

Skills & Experience

Previous experience in a busy administration, coordination or shared service role.

Strong attention to detail and a disciplined approach to record keeping.

Confident user of Microsoft Excel, Outlook and other business systems.

Ability to manage competing priorities and complete time-critical updates accurately.

Clear written and verbal communication skills.

Confidence dealing with drivers, managers and external suppliers.

Previous fleet, transport, vehicle leasing or logistics administration experience.

Experience of fuel card, telematics or fleet management systems.

Understanding of driver licence checks, vehicle insurance or the Motor Insurance Database.

Experience supporting accident or insurance claim administration.

Experience in engineering, construction, utilities, transport or a multi-site business.

What We Offer

Competitive salary and benefits package.

A supportive employer that genuinely values employee wellbeing.

Ongoing training and professional development opportunities.

A collaborative and forward-thinking working environment where your contribution is recognised and…